Operations Administrator

Precision Vehicle Solutions 

As a Precision Vehicle Holdings company, Precision Vehicle Solutions was originally created in 2015. Precision Vehicle Solutions is focused on yard management with specialized knowledge of how to work effectively within the National Automobile Transporters Agreement. PVS also offers a full range of vehicle processing services for origin facilities, destination ramps, and ports. Learn more at precisionvehicleholding.com

 

What You’ll Do 

As an Office Administrator, you will collaborate closely with the People Services, Accounting, and Operations departments to provide essential support and address issues as they arise. Your role will involve managing a variety of tasks to ensure the smooth operation of daily office functions. Key responsibilities include overseeing general office maintenance, processing invoices, assisting with payroll and HR-related tasks, preparing reports, and maintaining accurate records for both employees and the office. The Office Administrator will also be responsible for: 

• Maintaining a clean and organized office while ensuring it is fully stocked with necessary supplies. 

• Overseeing the ordering, tracking, and management of supplies and vendor relationships. Managing and assisting the corporate accounting team with the approval process of vendor invoices. 

• Verifying legitimacy and maintaining backup support of site credit card purchases to assist the corporate accounting team with GL account coding. 

• Assisting with payroll processing, including resolving payroll issues, timecards, raises, and 401k. 

• Submitting monthly reports for all employee work hours and handling union-related health and welfare, and pension reports. 

• Serving as a liaison between the People Services team and employees across all shifts, addressing inquiries as they arise, and ensuring timely follow-up on all communications. 

• Maintaining and updating all necessary personnel records, including ECNs, attendance, and paid time off accruals for all employees, ensuring supervisors are informed. 

• Assisting People Services with FMLA leave, employment verifications, unemployment claims, wage records, pension-related inquiries, and related HR documents. 

• Managing benefits paperwork for new hires and directing employees to the appropriate person for benefit questions. 

• Responding to emails and providing administrative support to the Terminal Manager and Supervisors as required. 

• Handling mail and package logistics for the office. 

• Posting and managing compliance information on the site message board in collaboration with the People Services and Safety teams. 

• Participating in the Site Management Development System. 

• Performing data analytics to support business decisions and monitor productivity. 

• Flexibility to adapt to various tasks and duties as assigned to support administrative needs. 

 

Candidate Requirements 

We are seeking a detail-oriented and organized Office Administrator with 1-3 years of experience with managing administrative tasks, accounting, and human resources processes. The ideal candidate will demonstrate strong interpersonal skills, including active listening, effective verbal and written communication, and conflict resolution. They should be able to manage multiple tasks efficiently and communicate effectively with employees, vendors, and all levels of management. 

• Knowledge and experience in payroll and accounting procedures, employee benefits and compensation programs, invoicing, HR processes, vendor management, employee and labor relations is required. 

• Proficiency in Microsoft Office Suite (particularly Excel), ADP Workforce Now, and database management is required. 

• Familiarity with union processes and regulations is a plus. 

• Ability to handle confidential information and maintain privacy. 

• Strong critical thinking skills to address complex issues and propose solutions. 

• Must hold a current, valid driver’s license and maintain a clean driving record. 

• Ability to pass drug screening and criminal background check. 

 

Physical Demands of the Job 

• Occasionally required to lift up to 10 pounds. 

• Work is performed primarily in a seated position with minimal stooping, standing, climbing, or walking involved. 

• The work environment features low to moderate noise levels typical of standard office equipment. 

• Ability to read and interpret documents such as safety rules, standard operating procedures, work instructions, manuals, and policies. 
  
  
• Clear vision and physical agility are necessary to perform job duties. 
  
  
• As an employee, you must retain a valid driver's license, free from any drug or alcohol-related convictions, and remain “insurable” while operating company owned or controlled vehicles.