What are the responsibilities and job description for the Administrative Operations Coordinator position at Skyline Sheet Metal Inc?
FRONT DESK / RECEPTION
Welcome and assist visitors, directing them to appropriate personnel and
collecting vendor information for distribution to project managers/owner.
Answer, screen, and forward incoming phone calls.
Provide accurate information in person, via phone, and through email.
Manage shipping and receiving, including preparing outgoing packages for
USPS, UPS, etc., and notifying recipients of incoming deliveries.
Direct delivery drivers and coordinate with the shop for material offloading.
Perform clerical duties such as scanning, filing, and assisting the Payroll
Administrator, Accounting Manager, and Project Managers as needed.
Ensure office security by following safety procedures and managing front desk
access.
ADDITIONAL ADMINISTRATIVE DUTIES
Maintain inventory and order office supplies, company apparel, and marketing
merchandise.
Arrange and track travel accommodations for employees working out of town.
Update and manage company vehicle records, including maintenance files and
registration renewals.
Process vehicle transactions, including new purchases and sales.
Assist the Payroll Administrator and Accounting Manager in workflow
management and project completion.
Provide support to Project Managers as needed to facilitate project operations.
Organize and maintain supply rooms (office supplies and apparel) and break
rooms.
Archive and organize physical files as required.
Assist in planning and executing company events, including safety training,
summer picnics, and holiday gatherings.
NEW EMPLOYEE FILES
Assist the Payroll Administrator with onboarding new hires, including but not
limited to:
o Preparing and distributing drug testing cards.
o Updating safety certification records.
o Scanning, organizing, and filing new hire documents.
ACCOUNTS PAYABLE
Assist with accounts payable tasks, including processing invoices, verifying
vendor statements
NEW CONTRACTS
Set up new project files, including:
o Entering project details into Spectrum (job name, contract amount, billing
information, etc.).
o Organizing contract documents, including insurance and prevailing wage
information.
o Ordering general liability and workers' compensation insurance
certificates.
o Creating Job Site Safety Manual binders and distributing them to the
Project Manager and Contractor.
If the project involves prevailing wages:
o Notify payroll to determine wage rates and apprenticeship requirements.
o Prepare and post required job site notices.
o Set up necessary Certified Payroll Reports.
For Washington state prevailing wage projects:
o Submit Affidavit of Intent with WA L&I at the project start.
o Submit Affidavit of Wages Paid upon project completion.
o Ensure compliance with Certified Payroll Report requirements.
This description outlines the key responsibilities and expectations for the Operations
Support Specialist role, emphasizing efficiency, organization
Job Type: Full-time
Pay: From $25.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- No weekends
Experience:
- Office: 1 year (Required)
Ability to Commute:
- Troutdale, OR 97060 (Required)
Ability to Relocate:
- Troutdale, OR 97060: Relocate before starting work (Preferred)
Work Location: In person
Salary : $25