Office Manager
Barnhart Energy Company, Imperial, MO, United States
Position Summary
The Office Manager serves as the central point of coordination for all branch administrative and operational support functions. This role ensures smooth day‑to‑day operations by managing office systems, financial processes, compliance requirements, and employee administration. The Office Manager will also supervise a part‑time administrative assistant and collaborate closely with HR, IT, and project management teams.
Key Responsibilities
Employee Administration & Compliance
Oversee new hire onboarding, including IT and HR setup, Fit-for-Duty (FFD) scheduling, and DOT/background checks.
Maintain and communicate upcoming expirations for critical qualifications (BCR Qual Cards, CDL licenses, CDL Med Cards, NCCCO certifications).
Manage PTO calendar and submit weekly time for all branch employees.
Financial Management
Handle branch receivables: prepare invoices, send to customers, and follow up on outstanding payments; maintain payment portal accounts for key customers.
Manage branch payables: receive, code, and enter invoices into IFS; resolve payment issues or defaults promptly.
Process bi‑weekly credit card transactions and reconcile statements.
Procurement & Office Operations
Oversee procurement of office and shop supplies, including Amazon orders.
Generate and maintain job files; assist with project management tasks such as timesheet reviews, vendor coordination, permits, and travel arrangements.
Post monthly safety meetings and materials.
Team Leadership
Supervise one part‑time administrative assistant responsible for Fuelman, CLC, and Visa statement reconciliations, voicemail management, and other assigned duties.
Additional Responsibilities
Ensure compliance with company policies and safety standards.
Perform other administrative duties as assigned by the Branch Manager.
Required Qualifications
Proficiency in Microsoft Office Suite and familiarity with ERP systems (IFS preferred).
Strong organizational skills with the ability to multi‑task and prioritize effectively.
Excellent written and verbal communication skills.
Valid driver’s license required.
Self‑motivated, detail‑oriented, and team‑oriented.
Ability to plan, organize, and execute daily requirements independently.
Must pass drug test, fit‑for‑duty test, and background check.
Benefits
Competitive salary based on experience, plus performance‑based bonus
Comprehensive benefits package, including:
Family Medical, Dental, and Vision Insurance
Barnhart CARES program, offering family support and community service opportunities
401(k) program with up to 10% company match
Paid Time Off (PTO) and additional leave benefits
EOE/AA Minority/Female/Disability/Veteran
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The Office Manager serves as the central point of coordination for all branch administrative and operational support functions. This role ensures smooth day‑to‑day operations by managing office systems, financial processes, compliance requirements, and employee administration. The Office Manager will also supervise a part‑time administrative assistant and collaborate closely with HR, IT, and project management teams.
Key Responsibilities
Employee Administration & Compliance
Oversee new hire onboarding, including IT and HR setup, Fit-for-Duty (FFD) scheduling, and DOT/background checks.
Maintain and communicate upcoming expirations for critical qualifications (BCR Qual Cards, CDL licenses, CDL Med Cards, NCCCO certifications).
Manage PTO calendar and submit weekly time for all branch employees.
Financial Management
Handle branch receivables: prepare invoices, send to customers, and follow up on outstanding payments; maintain payment portal accounts for key customers.
Manage branch payables: receive, code, and enter invoices into IFS; resolve payment issues or defaults promptly.
Process bi‑weekly credit card transactions and reconcile statements.
Procurement & Office Operations
Oversee procurement of office and shop supplies, including Amazon orders.
Generate and maintain job files; assist with project management tasks such as timesheet reviews, vendor coordination, permits, and travel arrangements.
Post monthly safety meetings and materials.
Team Leadership
Supervise one part‑time administrative assistant responsible for Fuelman, CLC, and Visa statement reconciliations, voicemail management, and other assigned duties.
Additional Responsibilities
Ensure compliance with company policies and safety standards.
Perform other administrative duties as assigned by the Branch Manager.
Required Qualifications
Proficiency in Microsoft Office Suite and familiarity with ERP systems (IFS preferred).
Strong organizational skills with the ability to multi‑task and prioritize effectively.
Excellent written and verbal communication skills.
Valid driver’s license required.
Self‑motivated, detail‑oriented, and team‑oriented.
Ability to plan, organize, and execute daily requirements independently.
Must pass drug test, fit‑for‑duty test, and background check.
Benefits
Competitive salary based on experience, plus performance‑based bonus
Comprehensive benefits package, including:
Family Medical, Dental, and Vision Insurance
Barnhart CARES program, offering family support and community service opportunities
401(k) program with up to 10% company match
Paid Time Off (PTO) and additional leave benefits
EOE/AA Minority/Female/Disability/Veteran
#J-18808-Ljbffr