Office Administrator

Responsibilities

The Office Administrator is responsible for overseeing administrative functions, HR, accounting, and operational support for their local office. This role ensures compliance with corporate policies and processes payroll, accounts payable/receivable, benefits, and employee records. 

Responsibilities

• Performs accounting, human resources, and other administrative duties with supervision
• Processes payroll, accounts payable, accounts receivable, and invoicing
• Tracks and documents the petty cash/corporate credit card accounts by writing checks, requesting replenishments, and reconciling bank and internal accounting balances
• Processes new hires, job changes, pay rate changes, and terminations
• Completes various human resource-related forms, such as employment verification paperwork
• Tracks immigration status and updates I-9s as required
• Processes benefits (including new enrollments, open enrollment, and updates as required)
• Assists with warning reports
• Processes leaves of absence and short-term disability claims
• Assists with other HR issues as needed
• Maintains and updates certificates of insurance
• Enters vendor invoices into the accounting system accurately and timely
• Reconciles vendor statements and resolves discrepancies
• Generates and sends invoices to customers in accordance with contract terms
• Monitors outstanding invoices and ensures accurate records are maintained
• Follows up on past-due accounts via phone and email
• Works with customers to resolve billing issues
• Maintains accurate records of collection efforts and provides reports on aging receivables
• Oversees building and equipment maintenance
• Responsible for computer network support
• Supports receptionists and administrative management of the office
• Other duties as assigned

Qualifications

Required Qualifications

• 2 years of experience of HR and payroll experience with an HR degree or 4 years of HR and payroll experience without an HR degree
• High school diploma or GED required. Bachelor's degree (HR related) preferred
• If driving for or on behalf of any ECS subsidiary, a valid driver's license is required
• Dependable, detail-oriented, and organized
• Ability to multi-task and meet deadlines
  
• Proficiency with computers and MS Office
  
• A team player with excellent oral and written communication skills
  
• Excellent communication skills to effectively collaborate across different departments
  
• Ability to work independently while maintaining alignment with corporate and subsidiary objectives
  
• Must be available during core working hours
• This is not a remote position

Military Qualifications

• The following US Military ranks will qualify for this position IF they also meet the education, certification, and licenses requirements from the above section titled "Required Qualifications":
• E-4

About Us

ECS Group of Companies (ECS) was founded in 1988 with the goal to raise the standards of professional engineering consulting. Today, we are a leader in geotechnical, construction materials, environmental and building science + infrastructure consulting services. We are employee-owned with more than 3,200 employees in 125 offices and testing facilities coast to coast. ECS is currently ranked #60 in Engineering News-Record’s Top 500 Design Firms (April 2026), #144 in Engineering News-Record’s Top 200 Environmental Firms (October 2026) and #38 in Zweig Group’s Hot Firm List (June 2026). For additional information about ECS, visit: www.ecslimited.com.

ECS is an Equal Opportunity Employer. To learn more, click here.