Job Description

Title: Office Manager

Location: Calvin City, KY

Division: Enerfab Power & Industrial

Direct Report: Project Administration Manager

Hourly Rate Range: $43,000 - $55,000

Company Summary:

Enerfab has over 120 years of experience, offering fabrication and construction capabilities to a wide variety of customers for the chemical, food & beverage, oil & gas, heavy industrial and power industries. Founded in 1901, our company began making sealants and lacquers — including a patented formula for brewer’s pitch — for beer tanks and vessels. Over the last century, our expanded capabilities, project experience, safety record, and commitment to quality have made Enerfab one of the industry leaders in shop fabrication, field erection and construction and maintenance services.

The Office Manager is responsible for providing administrative, payroll, billing, and project support for industrial construction and maintenance operations. This position works closely with Project Managers, Superintendents, Safety, Quality Control, union representatives, customers, vendors, and employees to ensure accurate and timely processing of project-related information.

Key Responsibilities:

Payroll, Billing & Project Administration

• Complete daily payroll entry in SAP and ensure employee time is entered accurately and timely.
• Prepare and process customer billing invoices.
• Set up new jobs and projects in SAP and maintain project information.
• Establish and maintain billing rates for employees and projects.
• Prepare monthly FUTA/SUTA invoices as required.
• Set up new project work orders in HANA.
• Maintain accurate project and administrative records.

Purchasing & Vendor Management

• Create and issue purchase orders for project-related purchases.
• Process vendor invoices and submit appropriate documentation to Accounts Payable for payment.
• Obtain and maintain required documentation for new vendors and subcontractors.
• Communicate with vendors and internal departments to resolve invoice, purchase order, or documentation issues.

Employee & Workforce Administration

• Enter new-hire information into Dynafile and maintain required employee documentation.
• Complete E-Verify requirements and verify employment eligibility in accordance with company procedures.
• Set up new employees for required Lubrizol training through Gatefeed.
• Monitor employee training records and ensure annual training requirements remain current.
• Prepare and send correspondence to union halls regarding workforce and project needs.

Reporting & Customer Support

• Prepare and submit monthly customer reports related to employee man-hours.
• Provide customer with weekly manpower reports by union craft.
• Maintain accurate workforce information to support customer and project reporting requirements.
• Respond to requests for information from project leadership and customers as needed.

Expense & Administrative Support

• Prepare and process company credit card expense reports through Concur.
• Provide day-to-day administrative support to Project Managers and Superintendents.
• Assist Safety and Quality Control teams with documentation, reporting, and other project needs.
• Coordinate across departments to ensure project administrative requirements are completed accurately and on time.
• Perform additional administrative and project support duties as assigned.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree in Business Administration, Accounting, Finance, Construction Management, or a related field preferred.
• Previous experience in office administration, project administration, payroll, billing, accounting support, or a similar role.
• Experience working in construction, industrial services, manufacturing, or a project-based environment preferred.
• Experience with SAP strongly preferred.
• Experience with HANA, Concur, Dynafile, E-Verify, or similar business systems is a plus.
• Experience supporting union employees or working with union halls is preferred.
• Working knowledge of purchase orders, vendor invoices, customer billing, and payroll processes.
• Proficiency with Microsoft Office, including Excel, Outlook, and Word.