Office Manager

GPI’s Mid-West Branch seeks an Office Manager to oversee and perform Administrative, Accounting, and Human Resources duties in a fast-paced environment while working closely with the Administrative and Management team members across our multi-state operation.  The responsibilities of the position include:

Responsibilities:

• Oversee and assist with Administrative tasks, including:
  • Coordinate and manage the contract review process.
  • Preparation of subconsultant and teaming agreements.
  • Coordinate and manage Branch office leases.
  • Coordinate and manage the Branch vehicle fleet.
  • Coordinate inter-office and inter-company agreements for the Branch.
  • Coordinate and manage employee conferences, professional meetings, and training registrations.
  • Coordinate and manage employee safety/OSHA incidents.
  • Coordinate office and charitable events for the Branch.
  • Coordination with various Corporate groups, including Accounting, Human Resources, Safety, and Legal.
• Oversee and assist with Accounting tasks, including:
  • Accounts payable and accounts receivable.
  • Payroll and expense report review and processing.
  • Coordinate and manage the Branch invoicing processes, including preparing draft and final invoices consistent with contract terms, client requirements, and company procedures for various public and private clients within the transportation engineering, construction engineering, and inspection industries.  Understanding of AEC and DOT project contracts is a plus.
  • Prepare monthly financial close-out for the Branch.
  • Maintain projects based on contracts and contract amendments.
  • Produce routine management reports and other reports as requested.
  • Provide additional analytical support regarding project status and performance as needed.
  • Coordinate and manage the Branch’s fixed assets and depreciation schedule.
  • Coordinate Certificate of Insurance requests. 
• Oversee and assist with Human Resource tasks, including:
  • Tasks related to the entire employee life cycle, including onboarding activities, offer letters, new-hire paperwork, orientation, benefits, offboarding, termination, etc.
  • Benefits, including health, dental, vision, disability, and life insurance, retirement plans, profit-sharing, worker’s compensation, and various additional GPI benefits.
  • EEO reporting and compliance.
  • Coordinating background checks, employee drug testing, and fit-for-duty testing.
  • Recruiting activities, including coordinating career fairs, developing employment ads, resume reviews, and interview scheduling and coordination.
  • Tracking of employee licenses and certifications within VantagePoint.
  • Organizing and maintaining personnel records, entering employee data, and updating employee data within GPI’s HR management system, UKG, and our network structures.
  • Personnel matters, employee relations, and employee-related communications.

Qualifications:

• Associate or bachelor’s degree preferred.
• 10+ years’ HR, staffing, or administrative experience required.
• Advanced knowledge of Microsoft Excel.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience working with UKG and Deltek VantagePoint is a plus.
• Ability to prioritize multiple projects and work under pressure while meeting deadlines.
• Detail-oriented with exceptional organizational skills.
• Excellent interpersonal, negotiation, and conflict-resolution skills.
• Capable of handling confidential information with the highest level of integrity and ethics.
• Ability to act with integrity, professionalism, and confidentiality.
• Strong analytical, communication, and problem-solving skills.
• Demonstrated team-oriented behavior.