Mgr - Office

Specific Job Duties and Responsibilities

• Manages corporate receptionist responsibilities including hiring and firing, performance appraisals, coaching and counseling team. Provides input for salary and job change actions.  Coaches and counsels team to improve technical skills and interpersonal and problem resolution skills.  Works to identify and provide opportunities to cross-train and learn new skills and techniques.
• Facilities coordinator – responsibilities including but not limited to coordinating with property management for day-to-day maintenance and repairs; employee relocation; construction projects including contractors, architects, vendors; leasing agent and proposals; procurement of services i.e. furniture, cabling, break service, office supplies, shipping, mail, conference rooms, after-hours and emergency contact
• HSE location representative in conjunction with VPP Committee chairperson duties
• Onsite HR representative with various duties including annual service awards and employee survey
• Cost control and approval of facility expenditures
• Assist in setting and communicating company policy
• Compose, draft, edit, and distribute company communications
• Records retention
• Site administrator for company intranet, Safetynet, via Sharepoint
• Program administrator for corporate cards including, individual, purchasing, and business travel accounts
• Administrator for third party vendor site for promotion products
• Administrator for company travel site and services
• Facilitate company Board of Directors activities such as primary contact, correspondence, presentations, scheduling; draft, coordinate execution and filing of corporate documents such as minutes, resolutions; director payments
• Facilitate company incentive unit program in conjunction with CEO, CFO, General Counsel, equity partner and outside attorneys
• Compile and disseminate annual Company Incentive Compensation Plans
• Executive Assistant responsibilities include, but not limited to, extensive scheduling and travel arrangements (domestic and international); compose and edit correspondence, announcements, reports, organizational charts and presentations. Maintain documentation as required. Develop and maintain relationships with internal and external clients and partners. Plan, budget, and manage small and large meetings and events, occasionally on a global platform and/or in a virtual setting including contracting with third party vendors.  Handle administrative details and routine issues independently, timely with close attention to detail such as invoices, expense reports, general correspondence; act as liaison with operations personnel for obtaining signatures, communications, etc.
• Use judgment and decision making abilities on behalf of executive management
• Coordinate employee events including Safety Day, all-hands meetings and charitable giving
• Initiate and coordinate tasks/projects between corporate departments or operations
• Assist in new hire process and orientation
• Any project assigned by executive management as requested
• Personal assistance to executive group as requested

Qualifications

Education:  High School education or G.E.D plus additional specialized courses or Associates degree in related field.  Bachelors degree preferred with at least six (6) years administrative experience.

Experience:  Direct experience with knowledge of global business functions, procedures, terminology and interrelationships.  Directly related experience with thorough understanding of accounting, invoicing, customer service, and human resources practices, processes and systems.  Some supervisory or managerial experience.

Other Required Skills, Knowledge or Abilities:  Good financial aptitude with grasp of business concepts.  Excellent judgment and decision making abilities.  Ability to identify problems and present well thought out, workable solutions. 

Advanced PC Skills including proficiency in MS Office Suite.  Ability to develop spreadsheets and presentations and modify formats in order to complete assignments and ability to recommend improvements. 

Ability to maintain data integrity and to extract data, perform calculations and prepare reports in an accurate and timely manner.  Ability to maintain confidentiality with sensitive data. 

Effective communication skills (verbal, written, listening and presentation) with good vocabulary, good grammar and the ability to independently compose written communications.  Good telephone etiquette.  Strong interpersonal skills with the ability to communicate and build rapport with all levels of personnel, as well as external customers, suppliers and organizations. 

Ability to handle diverse tasks simultaneously, work effectively with interruptions and meet deadlines under intermittent supervision.  Must demonstrate ability to work in a team environment and demonstrate high levels of integrity and ethics.  Willingness to assume new responsibilities ready and provide leadership as necessary.  Accessible after hours as required.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  The employee is occasionally required to stand; walk; and stoop, kneel, or crouch.  The employee must occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Work Environment

Spends most of time in an office environment.  Some travel required to offsite meetings and/or facilities.

Reporting Relationships

Nature of Supervisory Responsibility:  Full supervisory authority over corporate receptionist and authority for all personnel change actions (hire, fire, performance review, salary, discipline).  Full authority of facilities management.  In addition to supervisory duties, has impact on budgeting, controlling costs, planning, and scheduling & procedural change.  Teaches and empowers others to make decisions within established parameters.

Complexity of Duties and Decisions:  The extent to which duties are guided by standard policy, practice or precedents or the amount of resourcefulness and planning and creative effort in devising new methods, policies, procedures, products or original application.  Uses experience and judgement to independently analyze facts or transactions to determine action to be taken within the limits of standard policies.  Plans and carries out successive steps of assigned projects and resolves problems or deviations by selecting from specific choices defined in instructions work policies, procedures and accepted practices.  Resolves most questions and problems independently.  Refers only most complex issues to higher levels.

Authority:  Works with minimal supervision:  Responsible for establishing many of own objectives, priorities and deadlines.  Independent time management skills are essential.  Assistance is given with unusual situations that do not have clear objectives. Plans and carries out successive steps and resolves problems and deviations in accordance with instructions, policies, and accepted practices.  Frequently provides guidance to other managers, departments, or less experienced personnel.  Models and teaches compliance with all work practices, policies and procedures.

About Total Safety:

Total Safety is the world's premier provider of integrated safety and compliance services and the products necessary to support them, including gas detection, respiratory protection, safety training, fire protection, compliance and inspection, comprehensive flare services, industrial hygiene, onsite emergency medical treatment/paramedics, communications systems, engineered systems design, and materials management.

Total Safety operates from 176 locations in 20 countries to ensure the safe Wellbeing of Workers Worldwide (W3).

Total Safety is proud to be an Equal Opportunity Employer and will not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status or any other protected status.

If you require special assistance or accommodation while seeking employment with Total Safety, please contact Human Resources at (713) 353-5152. (For telecommunications device for the hearing impaired – TTY, please contact 711).

Salary $58,000-$63,000