Administrative Manager

About the role

As an Administrative Manager for Civil & Environmental Consultants, Inc. (CEC), you will play an integral role in managing the day-to-day operations of the Oklahoma City office. Reporting to the Office Lead, you will be responsible for administrative, operational, and office management functions that support employees, clients, and project teams. You will serve as a key resource within the office, ensuring business support activities are carried out efficiently, accurately, and professionally.

Responsibilities

• Answering phones, responding to incoming communications, coordinating meetings, preparing agendas, maintaining office records, and supporting daily office operations.
• Serving as a key resource for project managers by supporting document production, including technical reports, letters, presentations, and proposals.
• Proofreading, editing, formatting, and reviewing documents for grammar, style, punctuation, consistency, and overall quality, as well as drafting and reviewing business correspondence and presentations.
• Playing a key role in the quality assurance program by verifying that appropriate reviews of proposals, reports, plans, and other project deliverables have been completed in accordance with company standards.
• Cooking internal peer reviews and supporting project administration activities.
• Supporting project teams through coordination with municipalities, counties, and other regulatory agencies for projects involving plats, planned unit developments (PUDs), zoning applications, easements, and related land development activities.
• Preparing, submitting, tracking, uploading, and downloading project documents through agency portals, coordinating required signatures, filing plats and easements, and facilitating Certificates of Insurance (COIs) as needed.
• Maintaining office and marketing inventories, coordinating purchasing activities, and serving as the primary liaison between the office and corporate support functions, including Information Technology, Human Resources, Accounting, Marketing, and Operations.
• Cooking office helpdesk requests, office equipment needs, recruiting activities, application processing, new hire onboarding, ambassador assignments, and employee orientation activities.
• Coordinating office vendors and service providers, managing facility-related activities, serving as the primary liaison with landlords and property management companies, reporting office expenses and unit charges to Corporate Accounting, and providing administrative support to the Office Lead.
• Cooking internal meetings, training activities, conference logistics, employee engagement initiatives, client events, recruiting events, and business development functions.

Requirements

• A minimum of a high school diploma; additional administrative training, college coursework, or professional certifications a plus
• 10+ years of administrative, office management, or related professional experience (A/E/C consulting industry experience is a plus)
• Proficiency with Microsoft Office and Adobe software
• Strong familiarity with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams
• Effective communication and interpersonal skills
• Strong proofreading, editing, and document formatting abilities
• Experience drafting and reviewing business correspondence, reports, and presentations
• Ability to communicate effectively with clients in person, on the phone, and in writing
• Experience coordinating internal meetings, conferences, training programs, and associated logistics
• Experience managing office facilities, vendors, landlords, and property management relationships
• Experience coordinating municipal and county agency applications, plat filings, easements, zoning requests, and land development documentation preferred
• Experience coordinating Certificates of Insurance (COIs), internal peer reviews, and project administrative requirements preferred
• Ability to plan and execute employee engagement activities, client events, recruiting functions, and business development initiatives
• Experience supporting recruiting activities, application processing, onboarding, and employee orientation programs preferred
• Strong problem-solving and organizational skills
• Ability to manage multiple priorities, workflow expectations, and deadlines
• To maintain confidential information with discretion and professionalism
• Highly dependable and trustworthy with a positive attitude
• HR, accounting, or business operations experience a plus

Qualifications

• Minimum of a high school diploma
• Additional administrative training, college coursework, or professional certifications a plus
• 10+ years of administrative, office management, or related professional experience (A/E/C consulting industry experience is a plus)
• Proficiency with Microsoft Office and Adobe software
• Strong familiarity with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams
• Effective communication and interpersonal skills
• Strong proofreading, editing, and document formatting abilities
• Experience drafting and reviewing business correspondence, reports, and presentations
• Ability to communicate effectively with clients in person, on the phone, and in writing
• Experience coordinating internal meetings, conferences, training programs, and associated logistics
• Experience managing office facilities, vendors, landlords, and property management relationships
• Experience coordinating municipal and county agency applications, plat filings, easements, zoning requests, and land development documentation preferred
• Experience coordinating Certificates of Insurance (COIs), internal peer reviews, and project administrative requirements preferred
• Ability to plan and execute employee engagement activities, client events, recruiting functions, and business development initiatives
• Experience supporting recruiting activities, application processing, onboarding, and employee orientation programs preferred
• Strong problem-solving and organizational skills
• Ability to manage multiple priorities, workflow expectations, and deadlines
• To maintain confidential information with discretion and professionalism
• Highly dependable and trustworthy with a positive attitude
• HR, accounting, or business operations experience a plus

Skills

• Microsoft Office Suite proficiency (Word, Excel, Outlook, PowerPoint, Teams)
• Strong proofreading, editing, and document formatting abilities
• Effective communication and interpersonal skills
• Experience with project management tools and systems
• Experience with municipal and county agency applications, plat filings, easements, zoning requests, and land development documentation
• Experience with Certificates of Insurance (COIs)
• Experience with internal peer reviews and project administrative requirements
• Ability to plan and execute employee engagement activities, client events, recruiting functions, and business development initiatives

Benefits

• Matching 401(k)
• Profit sharing
• Performance bonus
• Company stock
• Medical, dental, and vision insurance
• Short and long-term disability
• Tuition assistance
• Professional development
• Work-life balance

Pay

Compensation is commensurate with experience.

Schedule

Full-time position.

Equal Opportunity Employer

We do not discriminate in recruiting, hiring or promotion based on race, color, religion, sex (including sexual orientation, gender identity or expression, transgender status), national origin, age, disability, protected veteran status or any other basis or characteristic prohibited by applicable federal, state, or local law.