Office Manager

Are you a passionate about driving efficiency and fostering a collaborative work environment? As the Office Manager, you will manage office administration, facilities management and employee support for our project site, ensuring smooth operations.

You will join the Palisades Tunnel Project, a major component of the Hudson Tunnel Project (HTP), awarded by the Gateway Development Commission to SPC FlatironDragados Lane JV. This transformative infrastructure project will construct the first mile of twin tunnels on the New Jersey side of the Hudson River, including two tunnels approximately 1.55 km long, six cross passages, concrete tunnel lining installation, and the construction of the new Hudson County Shaft used for Tunnel Boring Machine removal. This is a unique opportunity to contribute to a landmark transportation project that will enhance rail connectivity and infrastructure between New Jersey and New York.

• →Supports onboarding and orientation for new hire employees, including processing drug screenings, presenting first-day orientation information and submitting new hire documentation in a timely, complete and compliant manner.
• →Process and administer union payroll, ensuring compliance with collective bargaining agreements and company policies.
• →Oversee daily office operations, including managing administrative staff, organizing project documentation, and coordinating communication between project teams.
• →Prepare and submit payroll reports to unions and regulatory agencies as required.
• →Verify, review, and reconcile timecards to ensure accuracy and compliance with contracts and project budgets.
• →Address and resolve any discrepancies or issues related to timecard entries or payroll.
• →Maintain up-to-date knowledge of labor laws, union agreements, and industry regulations.
• →Prepare and submit necessary reports for audits, regulatory compliance, and project management purposes.
• →Enters data and reconciles invoice and purchase order (PO) information in company procurement program to ensure accurate and timely payment.
• →Acts as liaison between vendors, subcontractors and other external partners to resolve invoicing and payment inquiries.
• →Enters equipment time and usage entries into company tracking program to support equipment usage reporting on a weekly and monthly basis.
• →Supports daily office administration and employee inquiries, working closely with human resources and payroll to resolve issues for employees.
• →Coordinates asset distribution and tracking for assigned employee group or project.
• →Receives incoming telephone calls, messages, mail and packages to office and directs to appropriate person in a courteous and customer service oriented manner.
• →Orders office supplies, manages facility maintenance and office equipment repairs as necessary.
• →Presents and oversees Equal Employment Opportunity (EEO) Compliance trainings, communications and participation for assigned group. (US Only)
• →Collects, enters, tracks and processes Craft payroll on a weekly basis ensuring accurate and complete records submitted to assigned regulatory agencies and company payroll department.

• High School Diploma or GED required.
• 3+ years administrative experience in construction industry required.
• Advanced knowledge of construction industry and project business procedures.
• Developing knowledge of subcontractor invoicing and accounts payable cost coding.
• Ability to work in MS Office Suite, including Word, PowerPoint, Outlook and Excel required.
• Proven initiative, organization and self-prioritization required.
• Friendly disposition and customer service attitude required.
• Able to maintain strict confidentiality and discretion with company and personnel information.
• Knowledge of Equal Employment Opportunity (EEO) Compliance requirements preferred. (US Only)
• Knowledge of union and certified payroll requirements and record keeping preferred.