Office Administrator

One Rail Group, LLC

Job Description

Position: Office Administrator

Wage Range: $50,000 - 65,000 / Annual Salary

Job Type: Full-Time

Job Summary:

The Office Administrator will assist with general office, payroll, accounting, onboarding, clerical, and data entry tasks. The Office Administrator works with the Business Manager to oversee general company functions, providing support to field and administrative staff, processing information for customers, ensuring compliance with all business processes and procedures, contributing to and managing process workflows, and managing data inputs and documents within existing management systems. Interacting with company employees on various levels, while maintaining a positive and compliance focused attitude, is critical. Will be assigned or participate in special projects to advance business processes, create forms, documents, instructions, and related written communications.

Essential Functions:

§ Manage the production data process for all operating field units, and assist with data entry.

§ Assist with maintenance, workflows, and data input and management in Quickbase and Quickbooks.

§ Preparing and processing of customer invoicing and vendor invoices, as needed.

§ Assist in employee onboarding and CDL driver file management.

§ Complete weekly payroll processing and manage payroll discrepancies with field managers and employees.

§ Assist with issuance and management of credit cards, iPhone apps, computers, etc.

§ Provide support to management, field supervisors, and operating units.

§ Interface with corporate office in Texas, as needed.

§ Identify process problems, issue corrective actions, and recommend changes for improved work methods.

§ Interact with vendors, customers, agencies, and other business contacts over the phone to help resolve problems.

§ Assist with various assigned duties as needed.

Required Abilities:

§ Communicate clearly and effectively with employees at various levels of the organization.

§ Bilingual in English & Spanish is preferred.

§ Computer skills:

o Microsoft Office: Word, Excel, Powerpoint

o Quickbooks: Specific task training will be provided, but general understanding is required

o Quickbase: Training will be provided, but must posses knowledge of navigating software interfacces

§ Write emails, procedures, forms, instructions, and distribute in a clear an concise way.

§ Organizational skills, including handle multiple assignments simultaneously, and being detail oriented is critical.

§ Ability to adapt to various work activities.

Physical Abilities:

§ Standing, walking, bending, and sitting for extended periods, as required to perform basic office functions.

§ Ability to lift up to 25 pounds is regularly required for photocopying, filing and other record keeping duties.

§ Vision must be sufficient for looking at a computer screen for extended periods, and for inputting data.

§ Keyboarding skills that reduce the risk of carpal tunnel and other office related injuries.

Other Requirements:

• Must be 18 years of age or older.
• Must have a valid US driver’s license.
• Applicant must be currently authorized to work permanently in the United States.
• Applicant must be able to pass a pre-employment drug and alcohol test, and background checks.
• Capable of lifting and carrying a minimum of 25 pounds.
• Must be able to read and comprehend written safety rules, procedure and safety manuals, government regulations, operating and maintenance instructions, memos and other work-related information written in the English language.
• Typical work week is Monday–Friday, from 8a-4:30p, however occasional work outside of these hours may be required.

Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Weekends as needed

Experience:

• Administrative: 5 years (Required)

License/Certification:

• Driver's License (Required)

Work Location: Hybrid remote in Romeoville, IL 60446