Office Manager (Union Construction experience required) at Schiavone in Hoboken, New Jersey

Job Description:

The Office Manager will oversee and coordinate office activities and operations while ensuring effective management of union payroll processes. This role requires a strong understanding of construction industry practices, union regulations, and payroll management. The ideal candidate will have excellent organizational skills, attention to detail, and the ability to manage multiple tasks efficiently.



Key Responsibilities:

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  Office Management:
  
  
  
  
  
  • Oversee daily office operations and ensure the smooth functioning of administrative tasks.
  
  
  • Maintain office supplies inventory and place orders as needed.
  
  
  • Implement and manage office policies, procedures, and best practices.
  
  
  • Coordinate office meetings, prepare agendas, and take minutes as required.
  
  
  • Handle correspondence, both internal and external, in a professional manner.
  
  
  
  


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  Payroll and Financial Management:
  
  
  
  
  
  • Administer union payroll processes, ensuring compliance with union agreements and regulations.
  
  
  • Process employee timecards, calculate wages, and manage deductions and benefits.
  
  
  • Reconcile payroll discrepancies and address any payroll-related issues or concerns.
  
  
  • Prepare and submit payroll reports and tax filings in a timely manner.
  
  
  • Maintain accurate and confidential payroll records.
  
  
  
  


• 
  Human Resources Support:
  
  
  
  
  
  • Assist with recruitment, onboarding, and training of new employees.
  
  
  • Maintain employee records and manage benefits enrollment and changes.
  
  
  • Address employee inquiries and resolve HR-related issues.
  
  
  
  


• 
  Construction Industry Coordination:
  
  
  
  
  
  • Collaborate with project managers and construction teams to ensure timely and accurate reporting.
  
  
  • Assist in tracking project budgets, expenses, and financial reporting.
  
  
  • Coordinate with subcontractors and vendors regarding administrative and payroll matters.
  
  
  
  


• 
  Compliance and Reporting:
  
  
  
  
  
  • Ensure compliance with all relevant federal, state, and local regulations.
  
  
  • Prepare and submit necessary reports to regulatory bodies and stakeholders.
  
  
  • Assist with audits and ensure adherence to company policies and industry standards.
  
  
  
  

• Proven experience as an Office Manager or similar role, preferably in the construction industry.


• Strong knowledge of union payroll systems and regulations.


• Proficiency in office software (e.g., MS Office Suite, payroll software).


• Excellent organizational and multitasking skills.


• Strong communication and interpersonal skills.


• Ability to maintain confidentiality and handle sensitive information.


• High school diploma or equivalent; additional certification in office management or accounting is a plus.