Office Administrator

Job Description: Office Administrator / HR Assistant

Report To: Plant Manager (with functional support to Corporate Human Resources)

Position Summary:

The Office Administrator / HR Assistant supports daily shop operations across timekeeping, purchasing, logistics, and document control, and serves as the on-site point of contact for human resources administration. This position works closely with the Plant Manager and Corporate Human Resources to ensure accurate recordkeeping, compliant onboarding, and responsive support to shop employees.

Responsibilities:

Paycom / Timekeeping Management

• Approve punch change requests.
• Coordinate with foremen to ensure all employees are clocked in under the correct job number.
• Verify and monitor lunch break entries.
• Maintain and track attendance using the point-based system.

Human Resources Support

• Serve as the on-site point of contact between shop employees and Corporate HR for questions on pay, benefits, and company policies.
• Support new-hire onboarding through the company HRIS (Paycom), where employees complete their new-hire forms electronically; confirm onboarding tasks are completed and coordinate with Corporate HR on any outstanding items.
• Collect the limited hands-on documents that fall outside the HRIS: updated W-4 forms, identification documents for I-9 verification, and any doctor’s notes employees provide; forward these to Corporate HR for filing.
• Schedule candidate interviews and coordinate interview logistics with hiring managers and shop supervisors.
• Conduct or coordinate pre-employment and as-needed employee drug screens.
• Coordinate new-hire orientation logistics at the shop level and ensure new employees receive applicable handbooks and policies.
• Maintain accurate, complete, and confidential personnel files and HR records for shop employees.
• Assist employees with benefits enrollment questions and route claims or issues to Corporate HR for resolution.
• Post and maintain required federal and state labor-law notices at the facility.
• Support the performance evaluation process by tracking due dates and coordinating scheduling with supervisors.
• Assist with employee offboarding, including collecting company property and processing exit paperwork in coordination with Corporate HR.
• Distribute company handbook and policy updates and collect signed acknowledgments.
• Maintain strict confidentiality of all employee, payroll, and personnel information.

Purchasing

• Procure shop consumables as requested by the shop Foreman or Plant Manager.
• Order paint and other sundry items as needed.
• Maintain inventory and order office supplies.

Logistics

• Schedule outbound trucks in alignment with the shipping calendar and directives from the Plant Manager.
• Generate delivery tickets and provide them to shop personnel.
• Coordinate with galvanizing vendors regarding lead times, incoming shipments, and estimated completion dates.

Document Control

• Generate purchase orders through Tekla for all vendor transactions and file them in the appropriate folders (freight, galvanizing, consumables, and sundries).
• Provide PO’s to shop personnel for all incoming materials.
• File Proof of Delivery (POD) documents in the correct folders within 24 hours of receipt.
• Complete the pre-approval step for bill payments, including coding invoices to the appropriate accounts and job numbers and verifying that Proof of Delivery (POD) documents are attached before invoices are routed for payment.
• File employee production logs in SharePoint at the beginning of each shift.

The job functions may be altered from time to time. The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.