Administration Support Manager

Overview

The Onsite Administrative Manager is responsible for overseeing daily administrative operations, ensuring efficient support of site management, employees, and clients. This role supervises administrative staff, manages reporting and documentation processes, coordinates onboarding and personnel actions, supports billing and payroll activities, and serves as a key liaison between site operations, Human Resources, Finance, and the client. The Onsite Administrative Supervisor promotes operational excellence, compliance with company policies, and exceptional customer service while maintaining a professional and organized work environment.

Responsibilities

• Lead and supervise onsite administrative personnel.
• Establish administrative procedures and ensure consistent execution.
• Manage office operations, supplies, records, and document control systems.
• Ensure accurate maintenance of employee and client documentation.
• Coordinate site communications and distribute operational updates.
• Support employee, transfers, promotions.
• Coordinate and manage the end-to-end employee onboarding and off-boarding process, ensuring completion of all company and client-specific requirements.
• Collaborate with Safety teams for the distribution of personal protective equipment (PPE)
• Assist managers with workforce planning, scheduling, and staffing administration.
• Coordinate training records, certifications, and compliance documentation.
• Partner with HR on employee relations matters, investigations, and corrective actions.
• Support payroll processing and resolve timekeeping discrepancies.
• Assist with client invoicing, billing packages, and supporting documentation.
• Maintain billing trackers and monitor administrative deadlines.
• Prepare and maintain reports on tracking labor utilization, overtime, attendance, PTO, vacation, sick leave per contract metrics, and billing activities, ensuring accuracy and timely reporting.
• Maintain employee rosters, organizational charts, and staffing metrics.
• Ensure compliance with company policies, client requirements, and regulatory standards.
• Support internal and external audits.
• Maintain confidentiality of sensitive employee, financial, and client information.
• Monitor completion of required documentation and certifications.
• Provide leadership, coaching, and development to administrative staff.
• Conduct performance evaluations and establish development goals.
• Foster a positive, customer-focused work environment.
• Support employee engagement initiatives, including recognition programs, appreciation events, and workplace celebrations to promote employee morale and a positive work environment.
• Identify and implement process improvements to enhance efficiency and service quality.
• Coordinate procurement requests, process purchase orders through the procurement system, receive deliveries, and maintain adequate inventory of office supplies and administrative resources.

Qualifications

• 3–5 years of administrative, office management, or operations support experience.
• 1–3 years of supervisory or leadership experience.
• Experience supporting payroll, billing, HR administration, or workforce management preferred.
• Experience working in a client-facing environment strongly preferred.

Knowledge, Skills, and Abilities

• Strong leadership and team management skills.
• Excellent verbal and written communication skills.
• Advanced proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint).
• Strong organizational and multitasking abilities.
• Experience with payroll, HRIS, timekeeping, or billing systems.
• Ability to analyze data and prepare accurate reports.
• Exceptional customer service and problem-solving skills.
• Ability to maintain confidentiality and exercise sound judgment.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to lift up to 25 pounds occasionally.
• Ability to work in a fast-paced office and operational environment.

Dress Code:

• Employees are expected to maintain a professional and neat appearance that aligns with our workplace environment. Business casual attire is appropriate unless otherwise communicated for specific events or activities.