Administrative Manager - Oil & Gas

Job Description

The Administrative Manager is the first point of contact for all staff and guests. The Administrative Manager is responsible for creating an engaging office environment and positive interactions with all visitors and staff. The Administrative Manager works with policies and procedures to oversee the day-to-day administrative operations. The Administrative Manager works actively, internally and externally with the vendors to ensure that the Company’s Finance, IT and Human Resources needs are met. The Administrative Manager assists with preparation of the payroll and with personnel administration. Ultimately, the Administrative Manager is responsible for assuring that the organization has the administrative support necessary to conduct its business and fulfill its mission.

Responsibilities:

• Perform and supervise general office activities, such as greeting visitors, filing, photocopying, faxing, processing outgoing and incoming mail, routing and screening all incoming calls, and distributing messages to appropriate team members;
• Ensure that conference rooms, meeting rooms and reception areas are ready for meetings;
• Oversee the preparation, analysis, negotiation, and review of contracts related to purchasing materials, supplies, products, or services;
• Provide or oversee centralized operations and procedures of services for the agency;
• Plan and coordinate staff development and monthly agency-wide staff meetings;
• Create and maintain effective internal controls for equipment inventory;
• Maintain and safeguard agency records;
• Manage the organization’s office and storage space. Perform as liaison with varies vendors, providing maintenance, security, and other occupancy services;
• Works with management team and staff to update and maintain Company website;
• Collect/approve all timecards and payroll information from employees, and transmit to payroll service;
• Distribute payroll and employee reimbursement checks;
• Assist managers with personnel issues and administration of personnel policies.

Requirements:

• Associate degree and two years of related work experience or the equivalent of four years of related work experience;
• Proven office management, administrative or assistant experience;
• Knowledge of office management responsibilities, systems and procedures;
• Excellent time management skills and ability to multi-task and prioritize work;
• Attention to detail and problem solving skills;
• Excellent written and verbal communication skills;
• Strong organizational and planning skills;
• Proficient in MS Office;
• Knowledge of accounting, data and administrative management practices and procedures;
• Knowledge of clerical practices and procedures.