Office Manager – Ottawa, ON, Canada Ref: USA00498

About us

Ferrovial Services North America is a leading company providing Oil & Gas and Infrastructure solutions across the United States and Canada. Its portfolio includes 35 outstanding contracts, such as Port Miami Tunnel and maintenance of the Chevron refineries in California. With more than 1,500 employees and a presence in 14 states, Ferrovial Services North America, generates true value and growth for its clients while maintaining a strong commitment to safety and social responsibility.

Position Summary

Provides administrative and secretarial support to the Contract Manager and project staff. Performs a variety of administration, clerical, data collection, and reporting tasks specific to the project. Acts as a liaison between the Project and Corporate. Provides support for successful implementation and administration of Company policies, programs and procedures.  Maintains a close and highly responsive relationship to the day to day activities of the project, project manager and client.  

Primary Duties and Responsibilities

Acts as HR representative with respect to providing support and assisting project personnel in HR matters. Responsible for new hire process to include new hire paperwork, payroll set up, benefit enrolment maintenance and on-boarding.   Coordinate and conduct new employee orientation, ensuring all necessary new hire paperwork is accurate and completed.  Responsible for new hire data entry while creating and maintaining all necessary employee records. 
Will support a variety of human resources related functions, including implementation and administration of policies and programs including; employment, performance management, payroll, benefits and training and compensation.
Process all employee actions to include transfers, vacations, promotions, merit, bonus, pay adjustments and terminations. Ensure that all necessary documents are received and approved
Responsible for the efficient administration of the project by answering telephone calls, greeting visitors and distributing mail. Responds and delegates requests for information.
Schedules and coordinates meetings, conferences and travel as requested.
Prepares monthly reports in a timely, accurate manner including but not limited to client required reports, overtime, payroll and SAP reports and work order activity reports.
Maintain confidential employee files and other project filing including training and license records and vendor insurance certifications.
Responsible for purchasing supplies, maintaining office equipment, rental and vendor contracts.
Responsible for keying payroll hours and work activities for project employees in a timely and accurate manner.
Responsible for the administration of the projects accounts payable and petty cash account including reconciliation, verification, and distribution.
Assist in the administration of fleet management system including data entry and invoice review.
Answers the hot phone and manages all inquires including recording and tracking of all inquiries to ensure all requests are responded to within contract requirements. Dispatch employees to accidents, repairs or other concerns of client or public.
Required to be available for as needed for overtime.
All other duties as assigned.

Knowledge, Skills & Abilities

Ability to handle confidential information.
Ability to multi-task with accuracy, work independently with attention to detail and organization.
Proficient with Microsoft Office applications.
Ability to learn Timekeeping/HRIS system, excellent verbal, written and interpersonal communication skills with an ability to communicate to all levels of management,
Very strong customer service orientation, 
General clerical and office administration skills,
Ability to work in a high-volume, fast-paced changing environment   
Highly developed sense of safety awareness and perceptive ability.
Willing to commit to working injury free and have the ability to recognize hazards inherent in routine and non-routine tasks and make adjustments to avoid loss, injury or accident.
Ability to communicate with co-workers safety instructions. 
Ability to think clearly and focus on your safety in your immediate surroundings, while properly using equipment as instructed.

Education and Experience

HS Diploma or GED (Required)
5 + years administrative / human resources experience (Required)                        
Valid driver’s license with a good driving record (required)

Work Conditions/Physical Demands

Physical Demands   
The employee is regularly required to sit for long periods of time and occasionally stand and/or walk for short periods of time.  Use hands and fingers; reach with hands and arms.  Vision abilities include close and distance vision, color vision, and ability to adjust focus.      
Work Environment   
While performing the duties of this job, the employee is usually in an office environment. The noise level in the work environment is usually moderate.

Additional Information

Other duties (not listed) may be assigned to this job at any time.
Safety comes first!  Required to complete work in a safe, efficient and accurate manner.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Must demonstrate Ferrovial Values:  Respect, Integrity, Collaboration, Excellence and Innovation.
Should a review of your background indicate a potential match to our job, our team will reach out.
We do not accept resumes from external staffing agencies or independent recruiters for any of our openings unless otherwise directed by our HR – Recruiting Department. Please do not forward resumes to our hiring managers or regional offices. Ferrovial Services N.A., is not responsible for any fees related to unsolicited resumes/applications.

Publicada el 26-06-2019

Área funcional: Gestión


Tipo de contrato: Indefinido