Office Administrator

Represent the company at our reception desk; greet and provide general support to employees, visitors, clients, and vendors.

Provide information by answering questions and requests.

Ensure a smooth and efficient operational flow of the corporate, field, or project office.

Develop and cascade intra-office/company communications, streamline administrative procedures, maintain office supply/inventory control and company assets, and administer site badging.

Monitor and process routine administrative duties such as accounts payable, expense reports, and supply requisitions.

Act as the point person for maintenance, mailings, shipping, supplies, equipment, ordering meals, and errands.

File (paper and electronic), fax, copy, print and distribute mail.

Schedule and coordinate meetings; prepare draft meeting minutes.

Schedule appointments, update calendars, and assist with travel arrangements.

General housekeeping duties to include loading/unloading dishwasher, watering plants, maintaining general kitchen/office/conference room tidiness, ensuring storage rooms are organized, and stocking and maintaining mail/printer room.

Create and maintain records, charts, graphs, spreadsheets, and databases.

Oversee special projects as assigned, keeping leadership properly informed of status, obstacles, and points of interest.

Manage relationships with vendors, service providers, building maintenance and property management.

Coordinate workflow and all relevant paperwork to prepare senior executives for meetings, interviews, and presentations.

Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and setting up new equipment.

Coordinate and support onsite onboarding for new hires, including first day logistics, office tours, equipment setup, and safety orientations in collaboration with HR.

Prepare and maintain any new hire paperwork, I-9 verification, and ensure compliance with onboarding checklists and HR protocols.

Act as the point of contact for new employees during their first initial days, assisting with office-related questions and basic policy guidance.

Maintain employee records (digital and physical) in accordance with company and legal retention policies.

Support HR with the coordination of interviews, including preparing interview rooms, and greeting candidates onsite.

Participate in any new hire welcome events or office orientations, reinforcing a positive onboarding experience.

Provide coordination for employee recognition initiatives, milestone tracking, engagement activities, and events (local and non-local).

Assist in monitoring and updating the office’s organizational chart, contact lists, and seating charts.

Serve as local liaison for HR by relaying employee concerns, policy questions, or engagement issues to the appropriate HR contact.

Help maintain compliance with EEO, OSHA, and other HR-related requirements at the regional office level.

May assist with exit logistics for offboarding employees, including badge retrieval, asset return, and coordination with IT and HR.

Engaging in sensitive and confidential matters with the strictest confidence.

Various other duties as assigned.

Minimum of three (3) years of professional experience as an Office Admistrator/assistant or Executive Assistant.

High School diploma or equivalent.

Proficiency in Microsoft office (Word, Excel, PowerPoint), and Outlook (Calendar and Address functions).

Ability and willingness to work onsite from the office five (5) days/week.

Experience in handling a wide range of administrative and executive support-related tasks, and ability to work independently with little or no supervision.

Well-organized, flexible, and enjoy the administrative challenges of supporting a diverse office environment.

Self-motivated and proactive; demonstrated interest in taking initiative, anticipating needs, carrying projects through to completion with minimal direction, and working with a high degree of urgency.

Ability to maintain high standards despite pressing deadlines.

Ability to handle confidential and time-sensitive information with discretion and independent judgment.

Ability to produce and deliver consistent, high-quality work in a deadline-driven environment.

Positive attitude and flexibility with frequent interruptions, unresolved problems, changes, and unexpected events.

Superior interpersonal skills, telephone manner, and knowledge of business protocol; strong belief in customer service.

Ability to develop and maintain cooperative, enthusiastic, flexible, and effective working relationships with clients and team members.

Prior experience with a professional services firm, preferably in engineering or construction.

2 or 4-year degree preferred.

Group health & welfare benefits including options for medical, dental and vision

100% Company Paid Benefits: Employee Life Insurance & Accidental Death & Dismemberment (AD&D), Spouse and Dependent Life & AD&D, Short Term Disability (STD), Long Term Disability (LTD), Employee Assistance Program and Health Advocate

Voluntary benefits at discounted group rates for accidents, critical illness, and hospital indemnity

Flexible Time Off Program (includes vacation and personal time)

Paid Sick and Safe Leave

Paid Parental Leave Program

10 Paid Holidays

401(k) Plan (company matching contributions up to 4%).

Employee Referral Program