Office Manager - OHLA USA

Who is OHLA USA?

We are a company who believes in building a better, safer, more sustainable world for generations to come. We are committed to making a difference within our communities, who depend on the safety and reliability of the structures we build and is possible with our main asset, our people!

OHLA USA brings together the construction industry's most diverse talent who thrive in a collaborative work environment and appreciate challenges and opportunities.

Community Asphalt, founded in 1980 as an asphalt paving contractor, based in Miami, Florida, and part of OHLA USA since 2006, has since become specialized in general road construction and transportation infrastructure. From its four operation and plant facilities in Miami-Dade, Fort Myers, Vero Beach and West Palm Beach, the company boasts extensive geographic coverage throughout South Florida, focusing on all aspects of transportation infrastructure development, primarily for state and local authorities. 

Position Overview:

We are currently seeking an experienced Office Manager to join our dynamic team at our Hialeah, Fl. office. This role is essential for ensuring the seamless operation of our back-office functions in support of our field operations.

The Office Manager will handle a range of administrative tasks essential for keeping our office running smoothly and supporting our construction/paving projects. This role is set in a busy construction environment, where flexibility and a willingness to take on various tasks are crucial. The ideal candidate should be comfortable with a hands-on approach and ready to tackle different challenges as they arise.

This position involves regular interaction with operations, superintendents, HR, payroll, diverse craft employees and vendors, requiring strong people skills, the ability to push back when necessary and to communicate effectively with individuals from all walks of life. Integrity is also fundamental to this role, as the Office Manager must uphold our standards of honesty and ethical behavior in all aspects of their work. This job is perfect for someone adaptable, dependable, and eager to contribute positively to our team's success.

     Location: 

     Asphalt Plant

     14005 NW 186th Street
     Hialeah, FL 33018

     Hours: 8am – 5pm

     Reports to: VP, Fleet, Plants & Shop/Yards with dotted lines to Operations Manager & HR Manager

      General Office Management Related Duties:

• Overseeing daily office operations, ensuring efficiency and order.
• Managing relationships and coordinating services with office-related vendors for maintenance of office premises.
• Maintaining cleanliness in the office by either communicating with the cleaning crew or tidying up as needed.
• Monitoring, ordering and refilling inventory for the office, kitchen and bathroom supplies.
• Being attentive to any office daily needs such as refilling kitchen and bathroom supplies, tidying conference room spaces, etc.
• Organizing closets and maintaining organization of the closet spaces.
• Creating office maintenance vendor-related PO’s and ensuring incoming invoices are matched to existing PO’s.
• Following up on PO and House Bill invoices to ensure proper submission, approval and payment processes are adhered to.
• Answering phones and assisting visitors as needed.
• Receiving, sorting, and distributing mail and packages; and processing Express Mail, i.e. FedEx, Airborne, and UPS outgoing packages.
• Assisting with office meetings such as ordering catered meals & preparing conference rooms.
• Organizing the year-end holiday lunch for field employees.
• Decorating the office for holidays such as Valentine’s Day, St. Patrick’s Day, Halloween, Christmas, Hanukkah etc.
• Other responsibilities as assigned.

       Payroll & Operations Administrative Duties:

• Entering timesheets for craft employees on a daily basis, ensuring daily timely submissions.
• Liaising with Supervisors and Superintendents for any required follow-ups.
• Assisting in entering purchase orders and matching invoices for the Operations Team, which are critical to project execution.

       Human Resources Duties:

• Working closely with Supervisors/Superintendents, HR, Payroll & Safety to coordinate the onboarding process for new craft employee hires, including, coordinating drug tests and physicals, scheduling orientations, reviewing paperwork and new hire benefits and certifying I9s via E-Verify.
• Serving as the first point of contact for craft employees for basic HR inquiries.

Qualifications:

• Fluency in both Spanish and English is required.
• Proven experience as an Office Manager, preferably in the construction or related industry.
• Can do attitude!
• Possess strong computer skills, including proficiency in MS Office. Tech Savvy.
• Strong organizational and time management skills.
• Excellent communication skills and the ability to handle a diverse range of personalities.
• Demonstrated ability to multitask and meet deadlines in a fast-paced environment.
• Commitment to maintaining high ethical standards and integrity.
• The ability to lift items up to 15 pounds is required.

Benefits offered by OHLA USA:

• Medical, Dental, & Vision Insurance
• Short and Long-Term Disability & Life Insurance
• 401(k) retirement plan with employer matching
• Tuition Reimbursement after 1 year of employment
• Personal Time Off Program (PTO) & Paid Holidays
• Engaging work environment
• And much more!!

To learn more about OHLA USA, visit our website www.ohla-usa.com.

OHLA ADA Message: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee will require the ability to freely access all points of a construction site in wide-ranging climates and environments. The employee is occasionally exposed to fumes or airborne particles; toxic or caustic chemicals; Employee is frequently exposed to outside weather conditions. The noise level in the work environment is usually loud noise.

OHLA EEO Message: OHLA USA and its affiliates are an equal opportunity employer, and all qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, gender identity, veteran status, disability, or any other protected class. VEVRAA Federal Contractor

OHLA USA and its subsidiaries (“OHLA”) shall not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to OHLA or an employee of OHLA, by mail, electronically, or otherwise will be considered OHLA property. OHLA will not pay a fee for any placement resulting from the receipt of an unsolicited resume. OHLA will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred to by the Agency free of any charges or fees. OHLA Human Resources is the only authorized representative of OHLA to execute any agreements with search firms or staffing agencies. As a condition for payment, a Vendor shall have OHLA USA Inc.’s Personnel Agreement and a Job Order signed by an authorized OHLA HR representative. Verbal or written communications from any employee of OHLA and its subsidiaries shall not be considered binding obligations. All resumes, whether unsolicited or solicited, shall be the property of OHLA.