Office Manager

This position supports a variety of business functions through administrative activities and interactions including internal stakeholders and the public.

• Organizing internal/external meetings, coordinating arrangements and planning of events, meeting, travel, etc.…
• Report all incidents, near hits and hazards to management.
• Maintaining, scanning, data entry and other clerical duties as needed, such as filing, photocopying, and collating
• Assists with administering the site safety program as required and ensuring Trade Partner compliance with OSHA standards and Yates Site Specific Requirements and all applicable safety codes and regulations.
• Provide suggestions to improve Safety.
• Providing information to supervisors, employees and internal/external stakeholders as requested via email, in-person or written documentation
• Respond to inquiries about the organization and provide callers with address, directions, and other information
• Schedule and maintain responsibility of daily tasks to ensure proper execution
• Expense and/or document reconciliation, submittal, filing and archiving of documents
• Participate in required and/or assigned training.
• Greet on-site visitors, determine nature of business, and announce visitors to appropriate personnel
• Attend prestart and Safety meetings and contribute.
• Participate in workplace inspections.
• Act as the first point of contact by answering incoming telephone calls, determine purpose of callers, and forwards calls to appropriate personnel or department
• Complete job tasks and administrative duties as required by using computer systems, programs and various applications
• Receive, sort, and route documents, files, incoming mail, packages and records
• Supports team in the process as detailed in work instructions and procedures
• Working with our several departments and disciplines to create and maintain documents and/or company systems
• Responsible for refusing unsafe work and for carrying out all work in accordance with the established Yates Safety Procedures and Work Practices
• Follow Yates Code of Conduct
• Creating PowerPoint presentations, documents, checklist, guidelines, templates and other duties as instructed
• Processing paperwork and performing day-to-day task such as maintaining information
• Advise fellow employees of hazardous situations.
• Builds strong relationships to drive the business forward
• Typing, formatting/extracting documents, work packages, organizing folder and completing files

• A certificate or Diploma in Business Administration is preferred
• The ability to work constructively in a team environment
• Proficient computer skills in Microsoft Office including Excel and Word
• Strong interpersonal and communication skills to enable effective communications with all stakeholders
• Excellent time management skills
• High School Diploma or equivalent
• Required to wear and maintain personal PPE.
• Present a mature approach to working safely.
• Ability to multitask and prioritize tasks
• Experience creating and maintaining organizational charts is a plus
• Experience with multi-line telephone calls
• Highly developed written and verbal communication skills.
• Minimum of one (1) year of experience as a receptionist, administrative assistant, or equivalent customer service-related position
• Able to plan, organize and prioritize large volumes of work under tight timeframes effectively
• Enthusiastic and able to represent Yates in external events
• Excellent organizational skills and attention to detail.