Job Information
Aston Carter Office Manager (20-25 Hours Per Week) in Reno, Nevada
Job Title: Office Manager / Office Administrator – US Division (part time 20-25/hrs per week)
Job Description
The Office Manager / Office Administrator – US Division provides core operational and financial support for a multi-site US portfolio, overseeing day-to-day office operations, full-cycle accounts payable, and administrative coordination for Exploration and Finance teams. This role operates with minimal supervision, manages vendors and expense processing, supports month-end reporting and budgeting activities, and maintains compliant administrative, financial, and employee records. The position suits a highly organized, detail-oriented professional who is comfortable managing competing priorities in a fast-paced environment and who can confidently partner with Finance, HR, and operational leadership across multiple US locations.
Responsibilities
Manage incoming and outgoing mail, courier services, phone lines, and shared administrative inboxes to ensure efficient communication and information flow.
Coordinate office supplies, equipment, repairs, and maintenance, and oversee day-to-day office operations to maintain a well-functioning workplace.
Maintain accurate and current contact lists for US employees and key business partners.
Administer organized electronic and physical filing systems to support easy retrieval and audit-ready documentation.
Develop, document, and maintain standard operating procedures (SOPs) for administrative functions to promote consistency and efficiency.
Maintain Emergency Response Plans for the Reno office and ensure related documentation remains up to date.
Coordinate administrative activities with other offices to ensure alignment of processes and standards.
Administer facilities and office operations across multiple US locations, including sites in Nevada, Alaska, and South Dakota.
Perform full-cycle accounts payable for the US Division, including invoice intake, review, coding, routing, and processing for approval.
Work within accounting and expense systems such as JDE, DSAC, Docusphere, and Concur to process transactions accurately and on time.
Manage vendor onboarding and maintain complete and accurate vendor records.
Serve as the primary point of contact for vendors and contractors, addressing inquiries and resolving issues in a timely manner.
Retrieve invoices from vendor portals and ensure they are processed within required timelines.
Coordinate payment preparation and release with the Finance team to ensure accurate and timely disbursements.
Review employee expense reports and process reimbursements in accordance with policies and controls.
Prepare and process annual 1099s for contractors in collaboration with Finance and Accounting.
Assist with month-end accounting reconciliations and variance analysis to support accurate financial reporting.
Prepare supporting schedules for monthly and quarterly reporting requirements.
Monitor and reconcile bank accounts to ensure accuracy and identify discrepancies.
Prepare quarterly cash calls for US Exploration and coordinate with relevant stakeholders.
Assist with salary, benefits, and general and administrative (G&A) budget preparation and tracking.
Track regulatory and financial reporting requirements, including frameworks such as ESTMA, and support timely submissions.
Provide tax and financial data to Accounting and Corporate Finance as requested.
Oversee land-related payments, reclamation bonds, leases, vendor contracts, consultant agreements, and registered agent filings.
Assist with annual land payments for claims and private ground, ensuring deadlines and obligations are met.
Maintain business registrations and required state, county, and municipal licenses for US operations.
Compile and submit monthly workforce data to support HR and corporate reporting.
Respond to administrative and data requests from Corporate HR and US employees in a timely and professional manner.
Maintain confidential employee records in accordance with company policies and applicable requirements.
Support compliance with federal and multi-state employment requirements and operational regulations, including those related to mining and financial reporting.
Partner closely with Finance, HR, and Exploration leadership to ensure smooth administrative and financial operations across the US portfolio.
Manage sensitive information with a high degree of discretion and professionalism while handling day-to-day administrative and financial tasks.
Essential Skills
Proven experience in office administration and office management, supporting day-to-day operations in a fast-paced environment.
Hands-on experience with full-cycle accounts payable and processing high volumes of invoices, vendors, or transactions with accuracy.
Strong working knowledge of Microsoft Office, including advanced Excel skills such as lookups, pivot tables, and reconciling data sets.
Ability to work within accounting and expense systems such as JDE, DSAC, Docusphere, and Concur or similar platforms.
Ability to understand and follow financial approval workflows and internal controls.
Demonstrated process-improvement mindset with the ability to identify inefficiencies and suggest practical improvements.
Proven ability to build repeatable administrative processes and clear documentation.
Strong follow-through and ownership of tasks from initial intake to completion.
Confidence and professionalism when communicating with internal teams as well as external vendors and service providers.
Ability to manage sensitive and confidential information with discretion and sound judgment.
High level of organization and attention to detail, with the ability to manage competing priorities and deadlines.
Strong written communication skills for internal documentation, reporting support, and correspondence.
Comfort working with minimal supervision while supporting multiple stakeholders across locations.
Additional Skills & Qualifications
Experience supporting budgets or tracking spend against forecasts.
Familiarity with multi-state payroll, tax, or vendor compliance concepts.
Exposure to land, lease, contract, or asset-based administration in an operational or project-based environment.
Experience onboarding vendors, contractors, or new employees and coordinating related documentation.
Prior experience in industries with operational or project-based work, such as construction, engineering, utilities, or mining.
Experience working within multi-state operations or regulatory reporting environments, including frameworks such as ESTMA.
Comfort collaborating with Finance, HR, and operational leadership to support cross-functional initiatives.
Work Environment
This role supports a multi-site US division with office operations and administrative responsibilities spanning locations such as Nevada, Alaska, and South Dakota. The position is office-based and involves managing a front-office environment, including phone lines, mail, courier services, and shared administrative inboxes, while coordinating facilities, supplies, and maintenance to keep the workplace running smoothly. The Office Manager / Office Administrator works extensively with technology and business systems, including Microsoft Office (with a strong emphasis on Excel), and platforms such as JDE, DSAC, Docusphere, and Concur for accounting, expense management, and reporting. The work environment is fast-paced and deadline-driven, particularly around month-end and quarter-end reporting, budgeting cycles, and regulatory or tax-related submissions. The role requires close collaboration with Finance, HR, Exploration, vendors, and contractors, and involves handling sensitive financial and employee information with a high degree of confidentiality. The culture emphasizes ownership, accuracy, and continuous improvement, encouraging the development of clear processes and SOPs to support efficient, compliant operations across all US locations.
Job Type & Location
This is a Contract to Hire position based out of Reno, NV.
Pay and Benefits
The pay range for this position is $28.00 - $40.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Reno,NV.
Application Deadline
This position is anticipated to close on Apr 28, 2026.
About Aston Carter:
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.