What are the responsibilities and job description for the Office Administrator position at BrandSafway?
At BrandSafway, we know our employees are our greatest asset, which is why we give them the tools, training, and resources to be successful. Come join our growing team. We are looking for an Office Administrator.
A leading provider of specialized services to the global industrial, commercial and infrastructure markets, BrandSafway delivers access and scaffolding systems, forming and shoring, industrial services and related solutions to more than 32,000 customers worldwide. BrandSafway was formed when Brand Energy & Infrastructure Services and Safway Group combined in 2017. We are a corporation of 35,000 employees with operations in more than 35 countries.
BrandSafway offers a competitive benefits package that includes medical, dental, vision, life and disability insurance along with a generous 401k plan. The salary range for this position is $60k-$85k annually. This range represents the anticipated low and high end of the salary for this position.
Schedule: Monday-Friday 8am-4pm
Job Type: Full-time, benefits eligible
Pay: $60-85K
Location: Chicago, IL (on-site)
Key Responsibilities:
- Manage daily office activities, including correspondence (mail, email, and phone calls).
- Maintain organized digital and physical records.
- Schedule meetings, conference calls, and travel arrangements.
- Order and track office supplies, ensuring cost control.
- Ensure compliance with company policies, document retention, and internal controls.
- Process, verify, and reconcile invoices, ensuring proper approvals.
- Match invoices with purchase orders and receiving reports.
- Process payments via check, credit card, or electronic transfers.
- Communicate with vendors to resolve payment discrepancies.
- Maintain accurate financial records and ensure adherence to internal controls, financial policies, and audit requirements.
- Assist with payroll processing, ensuring accuracy in hours, pay rates, and deductions.
- Maintain payroll records, including new hires, terminations, and benefits updates.
- Ensure compliance with union agreements, prevailing wage laws, and tax regulations.
- Collect and verify employee timesheets and prepare payroll reports, including certified payroll when applicable.
- Work with HR and Finance to resolve payroll discrepancies.
- Ensure compliance with financial policies, regulatory requirements, and company procedures.
- Maintain accurate documentation for audits and reporting.
- Adhere to approval workflows and internal control processes.
- Utilize accounting and AP systems for invoice and payment processing.
- Manage financial and administrative records using Microsoft Excel and internal databases.
Qualifications:
- 3–5 years of payroll experience (union experience a plus)
- Certified Payroll knowledge
- Strong administrative and multitasking skills
- Detail-oriented and self-motivated
- Takes ownership of tasks and responsibilities
- Excellent customer service skills
- Proficient in Microsoft Excel and Word
About Us:
BrandSafway is a leading global provider of access, specialized services, and forming and shoring solutions to the industrial, commercial and infrastructure markets. Through a network of ~340 strategic locations across 26 countries and ~40,000 employees, BrandSafway delivers a full range of industrial service solutions. BrandSafway supports maintenance and refurbishment projects as well as new construction and expansion plans with unmatched service from expert local labor and management. Today’s BrandSafway is At Work For You® — leveraging innovation and economies of scale to increase safety and productivity, while remaining nimble and responsive.
BrandSafway, including its subsidiaries, is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, religion, gender, marital status, sexual orientation, age, disability, special disabled or veteran status.
Notice to all potential job candidates:
Please be advised that BrandSafway will never require or ask for any fee from you in exchange for being considered, hired, promoted, transferred or having ongoing employment with us. It is a violation of our Code of Conduct if any employee requests any money or fee from you in exchange for tentatively special treatment or consideration. If anyone, regardless of whether an existing employee, or anyone else, requests payment of any fee in exchange for being hired into our company, you may confidentially contact our HR Compliance department at hrcompliance@brandsafway.com and provide the name of the individual and any other documentation or proof of such an act.
Salary : $60,000 - $85,000
