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RailWorks Office Administrator in Boston, Massachusetts

Office Administrator

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Date:Jan 20, 2022

Location: Boston, MA, US

Company: RailWorks

Job ID: 11403

The Office Administrator ensures that all administrative operations run smoothly, efficiently and according to company policies and procedures. This position is also responsible for ensuring correct and timely HR data is entered in HRIS and that employee records are up to date and maintained confidentially.

Primary/Essential Responsibilities and Duties

• Enters all personnel data on a timely basis into the HR Information System, ensuring data integrity

• Maintains Central Region employee files and other employment records ensuring confidentiality

• Enters new hires and terminations into HRIS

• Assist with the hiring process during onboarding

• Liaises with foremen and superintendents to coordinate start dates, termination dates and drug testing

• Interfaces with the Payroll Department to properly and in a timely manner provide accurate time card information for payroll purposes and tracking the appropriate information for the office management

• Requests background checks from Corporate HR for salaried new hires and sets up drug tests when instructed

• Provides new hire packets to new employees

• Handles internal and external requests for information

• Types and issues contracts and files executed contracts.

• Arranges meetings and prepares and assembles presentations and meeting materials.

• Answers telephones, directs calls and takes messages.

• Ensuring that all office supplies are ordered and stocked as needed, always seeking the best prices

• Troubleshoots all office equipment as needed, arranging repairs when necessary

• Making travel arrangements for employees as requested and approved by management

• Collects timesheets from the field

• Prepares minutes of project meetings.

General/Other Responsibilities and Duties

• Responsibility related to Finance: reviewing and entering invoices and equipment hours into the accounting system

• Coordinating with the Safety Organization, responsibilities will include:

  • Setting-up and assist with annual Safety meeting

  • Handling Workers’ Compensation claims

  • Maintaining OSHA logs and handle safety issues

• Receives, greets and interacts with visitors; determines whether or not visitors should be given access to specific individuals

• Reviews and analyzes incoming memos, submissions, and reports to determine their significance and distributes accordingly

• Backup and support for other administrative positions

• Greets and direct visitors

Required Skills and Qualifications

• High school diploma, college degree (Associate’s or Bachelor’s) preferred

• A minimum of 3 years of administrative experience, preferably in the construction industry.

• Ability to successfully handle multiple projects and clients simultaneously.

• Proficient with Microsoft Word, Excel, Teams and Outlook.

• Excellent customer service skills, including the ability to interface with all levels of management, customers, officials, and subcontractors.

• Ability to prioritize workload and to work independently with minimal supervision.

• Excellent verbal and written communication skills.

• Excellent time management and organizational skills.

Physical Requirements and Working Conditions

• Primarily works indoors but may occasionally be outdoors on construction sites.

• Frequently sits, stands, walks, reads, writes and uses a computer keyboard.

• May occasionally be exposed to harsh weather conditions or loud noise.

This job description is not intended to represent a complete, comprehensive list of all duties and responsibilities that may be required in this position. There may be unplanned activities and other duties as assigned.

RailWorks Corporation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment with RailWorks without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristics protected by law.