Office Manager
Greenman-Pedersen Inc

Job Preview

GPI offers excellent benefits, including a 401(k) plan, ESOP, medical/dental/vision plans, paid time off, and more. GPI is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, disability, or protected veteran status. M/F/D/V

Notice To Third-Party Agencies

GPI does not accept unsolicited resumes from recruiters and/or agencies. Any staffing/employment agency, person, or entity that submits an unsolicited resume to this site does so with the understanding that the applicant's resume will become the property of GPI and has the right to hire that applicant at its discretion and without any fee owed to the submitting staffing/employment agency, person or entity.

GPI will not pay a placement fee unless the agency or recruiter has a signed contract with GPI's Corporate Human Resources department in advance of submitting a candidate for consideration. Staffing/employment agencies must submit applicants to the designated GPI recruiter to be eligible for a placement fee. Verbal and written approvals will not be considered a valid contract for service.

Work Authorization

In compliance with the Immigration Reform and Control Act of 1986, we will hire only U.S. citizens and aliens lawfully authorized to work in the United States (if the position is or will be one that is subject to U.S. law). Verification of employment eligibility will be required at the time of hire. Visa sponsorship is typically not available for entry-level positions. GPI participates in E-Verify. Know your Right to Work.
Job Description

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.

Do you value a company that puts employee satisfaction and diversity at the forefront of who they are? If so,GPIwants you!

GPIis a multi-discipline engineering firm that has been providing planning, design, and construction services for transportation infrastructure and building system projects throughout the United States for over 50 years. Ranked in the Top 100 Firms by Engineering News Record, GPI is a forward-thinking, innovative firm with a culture that is committed to excellence and fosters staff empowerment. For more information visit:www.gpinet.com

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 structure.
  • Personnel matters, employee relations, and employee-related communications.

• 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.

• Maintain a valid driver's license with a clean motor vehicle report (MVR) for final consideration
• Read, write, and understand plans and directions given in the English language
• Basic computer skills with the ability to create and edit Microsoft Word and Excel documents, create Outlook emails and utilize SharePoint and Microsoft Teams to communicate with other team members