What are the responsibilities and job description for the Office Manager & HSE Systems Coordinator position at Vortex Companies?
Want to be part of one of the country’s fastest growing infrastructure businesses? The Vortex Companies, LLC delivers cutting edge trenchless technologies and turnkey services to make the world’s water cleaner and we’re growing every day! We think BIG about solving the world’s toughest challenges in failing water, sewer and industrial infrastructure.
At Vortex, you will be surrounded by a culture that puts your safety first in all we do. If you like a fast- paced environment, a team structure that provides support, training, and development, then apply today!
The Office Manager is responsible for overseeing the daily operations of an office and its various departments. As an HSE Systems Coordinator, you are responsible for assisting with the HSE management of all HSE programs and procedures, tracking training programs and maintaining all HSE data bases.
Office Manager Responsibilities:
• Greet and provide general support to visitors
• Manage office support (meals, cleanliness, sanitization, parking, office moves)
• Coordinate special events
• WWBT poster campaign
• Maintain office supplies and inventory
• Develop and update administrative systems to make them more efficient
• Receive, sort, and distribute the mail and shipments, faxes
• Prepare FedEx shipments and packing slips
• Order office supplies
• Oversee and manage solutions for facility issues
• Arrange travel for executives, clients, and candidates when needed
• Collect and report on received checks from the daily mail
• Assist the Marketing Team when needed. Ex: Shipping Trade Show materials, booking accommodations
• Assist/support CEO's Executive Assistant when needed
HSE Systems Coordinator:
Key Roles & Responsibilities:
• Maintains and implements safety databases and database information (including ISNetworld, SMS, LMS, Samsara and Avetta)
• Maintains training records and files
• Maintains training matrix and training software
• Register Vortex employees within the LMS and SMS systems
• Tracks new-hire orientations
• Assists in new processes and procedures to continue to promote Vortex’s positive safety culture
• Works with VP of HSE to ensure HSE programs and procedures meet or exceed government agencies and client requirements
• Completes safety pre-qualification forms
• Orders, distributes, and tracks all safety supplies and materials for Corporate
• Receives and processes all initial workers’ compensation, general liability, automobile or property claims; reviews submitted information following up on missing items as necessary; contacts insurance companies to file claims within established time frames
• Maintains all in-house reports to track claim status, missed time, light duty status, and expenses
• Assists VP of HSE in the development of new programs and procedures
• Works with Vortex global offices to support database and program needs
• Completes all HSE updates for the compliance reports
• Updates HSE statistics for reports by region
• Supports all HSE functions for field
• Conducts regional HSE work as required by the VP of HSE
Complexity, Decision-Making, Problem-Solving & Nature of Impact (i.e., Scope):
• Works with minimal supervision, making some decisions with input based on experience and education
• Strong interpersonal skills, ability to prioritize workload, excellent organizational skills and initiative to improve processes
Required Skills/Abilities:
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Technical knowledge and skills in HSE requirements, including experience in reporting workers’ compensation and insurance claims
• Proficient with Microsoft Office Suite.
Education and Experience:
• Typically, 2 or more years HSE experience plus 5 years administrative experience
Vortex Companies, LLC and all of its subsidiaries, considers applicants for all positions without regard to race, color, creed, religion, sex, age, national origin, marital status, status with regard to public assistance, or sexual orientation. All applicants will be considered solely on the basis of their qualifications.
