Overview
Administrative Support 1 Jobs in Bethpage, NY at Emperion
FUJITEC AMERICA
OFFICE MANAGER
Job Summary
Responsible for successfully managing a branch office’s administrative and financial processes, which also include union employee human resources administration and payroll. This position exercises discretion and independent judgement with respect to matters of significance.
ESSENTIAL DUTIES
Office Management
Manage the day-to-day administrative functions of the branch ensuring that corporate processes and local branch procedures are followed.
Manage service dispatching and the creation of callback and preventative maintenance tickets.
Train and cross-train branch administrative employees so that all administrative functions are performed correctly, consistently and in a timely manner. Offer backup support to branch administrative staff.
Follow the corporate process for injury and liability claims reporting and yearly OSHA reports. Maintain claim files, compile data regarding claims, and work with Corporate Safety department.
Maintain records of company vehicles and drivers, auto claim reports, fuel cards, and toll passes.
Ensure maintenance of office equipment and any lease agreements required for the equipment.
Manage general office duties to include ordering office supplies, business cards, mobile phones, service uniforms, and office badges (if applicable).
Manage branch filing systems including electronic files.
Maintain contact with customers, outside vendors and corporate headquarters.
Conduct research, compile and generate reports.
Coordinate and arrange meetings, prepare agendas and record meeting notes.
Coordinate branch facility maintenance and repairs as needed.
Finance
Manage the service accounts receivable processes, which include maintenance, repair and billable invoicing; credit memos; and credit card payment vouchers. Provide statements for customers, manage unapplied cash/credits, and work with corporate finance to resolve AR issues.
Manage monthly construction and/or modernization accounts receivable processes, which include generation of AIA pay applications, schedule of values and waivers, entering billings into Vision and customer portals, if applicable and maintaining accounts receivable ledgers.
Manage accounts payable process including researching purchase orders, maintaining packing list and invoice files, coordinating invoice approval and routing to corporate AP department.
Human Resources and Payroll
Administer union new hire onboarding HR forms, safety information, and company policy. Act as company representative for I-9 and E-Verify. Coordinate drug testing.
Accurately set up and maintain union employee information in Fujitec system and HRIS. Enter and maintain deductions, pay increases, union benefit information, and terminations.
Ensure proper entry and processing of weekly union payroll in Fujitec system and transmittal in ADP.
Manage and record PTO hours taken and ensure proper bi-annual and termination payouts.
Approve time and attendance for direct reports and ensure adherence to Human Resources policies.
This job description is not intended to be all-inclusive, and the employee will also perform other reasonably related business duties.
DIRECT REPORTS
4 – (1) Administrative Coordinator, (1) Repair Coordinator, (1) Service Coordinator, (1) Modernization Coordinator
This role manages nonsupervisory employees and carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; and addressing complaints and resolving problems. All hiring, coaching, performance management and terminations are to be in coordination with HR support and approval.
JOB QUALIFICATIONS AND REQUIREMENTS
Education: Bachelor’s degree in related
Experience: Minimum 3 years in finance and/or office management
SKILLS/CORE COMPETENCIES
Technical Professional Knowledge
Teamwork and Cooperation
Communication
Leadership
Attention to Detail
Decision Making (Problem Solving)
Planning and Organizing
WORK ENVIRONMENT AND EXPECTATIONS
Job duties are performed mainly within an established office environment under normal lighting and climate-controlled tolerances. The noise level in the work environment is usually low to moderate.
Requires a consistent physical presence at the branch office to oversee shared services functions and employees, normally achieved by working standard business hours. Certain positions will require flexibility of working hours to meet the demands of the job and the direction of the manager.
The work environments are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
PHYSICAL REQUIREMENTS
Prolonged periods of standing and walking.
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.
This job description does not constitute a written or implied contract of employment. This job description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts, or work conditions associated with the job. Furthermore, the employer reserves the right to revise or change job duties and responsibilities as the need arises.
Fujitec America is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or status as a protected veteran or any other protected class under federal, state, or local law.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Applicants must be authorized to work for any employer in the U.S. We are currently unable to sponsor or take over sponsorship of an employment visa.
Title: Administrative Support 1
Company: Emperion
Location: Bethpage, NY
