Overview
We are seeking a dedicated and organized Office Administrator to join our team. This full-time position requires proficiency in Microsoft Office, with mandatory Excel skills and experience in QuickBooks being a plus. The ideal candidate will be responsible for various administrative tasks, including opening and closing the office, entering time, assisting with accounts payable, answering phone calls, and maintaining filing systems.
Key Responsibilities:
- Enter Safety Council time from HASC & RPSC into a spreadsheet daily
- Verify and enter all field and shop time into a spreadsheet
- Prepare all time sheets for review by EOD Tuesday weekly for payroll processing on Wednesday
- Assist with locating POs and contacting employees for job-related information
- Scan employee files into the electronic filing cabinet (FileCenter) and place them in the correct filing cabinet
- Update the per diem spreadsheet to be printed out and reconciled with payroll
- Answer recruiting calls and in-person office visits, taking messages to deliver to the appropriate person
- Check all new hire & rehire packets for correct information and scan documents into File Center
- Scan IDs, driver’s licenses, TWIC, Safety Council Badges, and Social Security cards
- Enter all new hires into E-Verify & OAG
- Register employees for Safety Council as needed
- Register employees for drug tests and check the random list for DISA DER
- Update NCMS website for employees working at Enterprise
- Assist with entering time in ATOM or UATTEND if needed
- Make USPS & UPS trips to mail checks and other items
- Check both buildings for needed supplies and provide a list to the Supervisor to order
- Run small errands as required
- Print and maintain updated new hire and rehire packets in filing cabinets
- Print and keep blank timesheets, expense reports, and time off forms as needed
- Assist with booking flights and hotels when needed
- Assist with contacting employees, clients, and vendors when needed
- Make extra copies, assist with creating time sheets and LEMs
- Keep the office organized, refill drinks, and cleaning supplies as needed
- Assist with creating rescue & catalyst job books
- Separate checks from bill stubs, staple and file them
- Create new files as needed
- File documents into specific filing cabinets and online FileCenter:
- Employee Files
- Invoices
- Bills
- Payables (payments)
- Credit Card receipts
- Gas Receipts
- W-9 Forms
- Child Support Documents
- TWC Documents
- Shop and safety council time
- Vendor Files
- Customer Files
Qualifications:
- Proficiency in Microsoft Office, particularly Excel
- Experience with QuickBooks is a plus
- Strong organizational and filing skills
- Excellent communication skills, both written and verbal
- Ability to handle multiple tasks and prioritize effectively
- Attention to detail and accuracy
- Ability to work independently and as part of a team
Benefits:
- Competitive salary
- Health, dental, and vision insurance
- Paid time off
- Opportunities for professional development
If you are a detail-oriented professional with a strong administrative background and excellent organizational skills, we encourage you to apply. Join our team and contribute to the efficiency and success of our operations!
The IPS Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.**
Job Type: Full-time
Pay: $18.00 - $22.00 per hour
Expected hours: 40 per week
Benefits:
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Microsoft Office: 1 year (Preferred)
- Administrative experience: 1 year (Preferred)
Ability to Commute:
- Deer Park, TX 77536 (Preferred)
Ability to Relocate:
- Deer Park, TX 77536: Relocate before starting work (Required)
Work Location: In person