Office Manager

2 months ago

Norfolk, United States Walashek Full time
Job DescriptionJob Description

The office manager is responsible for a diverse set of administrative tasks to include monitoring clerical, administrative and secretarial responsibilities and tasks among office staff. They will be charged with filing and maintaining employee records and overseeing adherence to office policies and procedures. Other areas of responsibility include invoicing, handling customer inquiries and monitoring and maintaining office supplies and equipment. This position reports directly to the General Manager.

Essential Duties and Responsibilities:

This position is responsible for the following: Other duties may be assigned

  • Provide administrative support to General Manager & satellite offices as required
  • OSHA reporting/recording and file maintenance
  • Maintain and Coordinate all work-related incident reports
  • Review process, Record keeping requirements and resources including the OSHA log
  • Answering phones and forwarding as necessary
  • Maintaining records of all required documentation
  • Coordinating all administrative functions such as outgoing/ingoing mail, receipts and deliveries, scheduling appointments with personnel, maintain records of goods ordered and received, and official outgoing/incoming business correspondence (IDRs, RCCs, etc.)
  • Responsible for managing and meeting annual office administrative budgets.
  • Input time worked into Time Force for all employees.
  • Provide assistance as necessary to General Manager
  • Perform as central administrative POC for branch personnel (dispatch)
  • Obtain up to date roster from branch HR manager and use for coordinating administrative tasks
  • Coordinate branch activities in conjunction with HR manager and General Manager
  • Maintain petty cash budget(s) and provide monthly ledger at end of month
  • Maintain vehicle and equipment records for all shop and company property. Ensure detailed maintenance records are maintained, as well as applicable insurance, registrations, and titles
  • Submit security information to Shipyards for employee access
  • Make travel arrangements for employees
  • Provide orientation to new hires & process all related paperwork, maintain employee files
  • Maintain office equipment & order all supplies for office as needed
  • Perform as Branch HR Manger
  • Maintain all Personnel files and records in approved manner and locations. I.e. all confidential information must be kept separate from personnel files and all I-9 records must be kept separate from all else.
  • Assist employees with changes to personal information and provide appropriate forms (W4, Direct Deposit, Name changes, 401K etc.)
  • Medical and Dental Insurance
    • Collect and maintain all applications during hiring process
    • Enroll and maintain Medical and Dental insurance for all Branch employees
  • Testing
    • Administer applicable testing or vetting processes on all new applicants
    • Update existing personnel's testing
  • Badging
    • Perform as DBIDS, TWIC card and any other required badging Primary Coordinator, including vehicle passes.
    • Maintain and provide all necessary badging for all branch employees
  • Security Access List
    • Provide employee access lists as necessary to various agencies and/or customers
    • Update list and monitor to keep current
  • Timecards
    • Coordinate payroll timecards, to include daily input as necessary to timekeeping software

Required Education and Experience:

  • High School Diploma or GED Equivalent
  • BS degree in business (preferred)

  • Excellent communication and organizational skills
  • Must have strong work ethic, be se1f-motivated, and able to multitask
  • Strong computer skills and proficient in all MS Office suite applications
  • Able to work in a fast-paced environment with ongoing deadlines
  • Must be able to work independently

Basic understanding of Accounts Payable and Receivable


Walashek Industrial & Marine Inc. is an EEO/AA/Disability/Vets Employer.

We provide paid holidays, vacation, paid medical & dental and 401(k) benefits.



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