Office Administrator

About the role

Geosyntec has an exciting opportunity for an Office Administrator in our Yakima, WA office. The position will provide high-level administrative support to environmental practitioners and technical staff in a busy engineering consulting environment. The role will support managers, practice area leaders, and technical staff with administrative functions, client deliverables, marketing materials, and other day-to-day needs. As the local HR point of contact (HR POC), the role will also help coordinate local HR and Health & Safety (H&S) functions and related inquiries with Corporate HR and H&S staff, and within company guidelines and policies. We are looking for someone who enjoys working in a fast-paced, deadline-oriented environment and who can manage multiple projects simultaneously.

Responsibilities

Office / Operation Duties:

• Serve as liaison between local office and/or Operation and Corporate management and staff; respond to general and common inquiries appropriately, directing specialized questions to the appropriate Corporate departments.
• Orientate new local employees ensuring knowledge of general office practices, and proper completion of paper and electronic employment documents, in coordination with Corporate HR.
• Coordinate orientation meetings with Accounting, H&S, HR, and Information Technology departments as needed; and assist managers with local office space needs and systems access set ups.
• Ensure proper procedures are followed regarding operations and maintenance of company vehicles and rental/leasing of supplemental vehicles on an as needed basis.
• Serve as liaison with building leasing company, building maintenance, vendors, advertising solicitors, and other office visitors; maintain security files (i.e. building security cards, office keys, etc.).
• Solicit estimates and bids for major office purchases/leases of office equipment and furniture; assist in the review of office or equipment leases and negotiation of same, ensuring all contracts are reviewed and approved by Corporate Legal department.
• Coordinate office relocations with final approvals for expenditures and layout from local and Operations management, as needed.
• Oversee purchase of office supplies and service calls for office equipment repair; track purchases through purchase order procedures.
• Serve as liaison with Corporate Accounting; maintain and balance office checking assist with budgeting process.
• Understand overall workings of computer, telecommunications, photocopy, scanning, and fax systems, and associated software, equipment, and vendors.
• Plan and execute staff activities for holidays and other events, with management approval.
• Oversee travel arrangements for consulting staff.
• Ensure foreign national hires provide valid employment authorization documents at the time of hire, and copies are provided to HR; in the U.S., ensure the Employer Section 2 of the Form I-9 verification process is completed within federal timelines and company procedures, in coordination with HR.
• As needed, assist local hiring teams with scheduling interviews and following up.
• Direct all employment and immigration verification requests for current/former employees to HR.
• Assist with communications to local employees of corporate policy or process updates and changes.
• Drive personal, company, and rental vehicles to client or company project or office sites, and other business locations, as needed.
• May perform additional Project Administration duties at the request of the Operations Manager.

Marketing Support:

• Public notices/ads: Support as needed.
• Assist with ongoing marketing activities involving client contact, preparation and maintenance of mailing lists, preparation of SOQ’s, and perform required follow-up.
• Process proposal or business development letters, memoranda, and local reports of varying complexity, and confidentiality using Microsoft Office Software.
• Printing, compiling & delivery of proposal documents as needed.

Project Support:

• Supporting procurement queue to include creating purchase & work orders via procurement system.
• Supporting & analyzing project financial data for review with project teams.
• Creating & maintaining project files as directed by Project Managers.
• Act as a liaison between Project teams & the Regional Finance Team.
• Support Project teams by scheduling project staffing, kick-offs, general project meetings.
• Track Project deadlines & budgets as directed by Project Managers.
• Perform earned value analysis with input from Project Managers.
• Assist in setting up of new clients in ERP as directed by Project Managers/Directors.

Requirements

• High school diploma and six (6) years of experience, an associate degree or college diploma in business, human resources, accounting/finance, or office procedures, and a minimum four (4) years progressively responsible experience preferably as an Office Administrator or Administrative Assistant; experience with word processing, Microsoft software, or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities to perform the job. (required)
• Directly relevant work experience in a professional environment, preferably with a consulting and/or client service focus. (preferred)
• Proven track record in position requiring independent judgment, interpersonal skills, ability to act independently with an understanding of larger picture, critical thinking, and problem-solving skills. (required)
• Ability to effectively prioritize and organize work, work independently, take initiative, and handle multiple tasks in a professional and organized manner. (required)
• High level of attention to detail and quality, strong work ethic and the ability to maintain confidentiality. (required)
• Advanced proficiency in a Windows environment, with specific expertise in Microsoft Office, including Word, Excel, PowerPoint, Internet Explorer, and Outlook. (required)
• Familiarity with Procurement software (preferred)
• Navigating & Creating Sharepoint sites (preferred)
• Familiarity with one or more ERP systems (preferred)
• Ability to work flexible and additional hours on short notice and a positive, team-focused attitude. (required)
• Valid U.S. driver’s license and a satisfactory driving record for business travel. (required)

Pay

The typical base salary range for this position (Yakima, WA) is:

• Minimum: $32.00/hour / Maximum: $38.54/hour
• Minimum: $80,168.40/year / Maximum: $99,870/year

Actual compensation will be determined based on education, experience, skill set and location.

Benefits

We offer a comprehensive benefits package to all eligible employees including:

• 9 paid holidays
• 2 floating holidays
• Minimum of 8 sick days per year
• Minimum of 11 vacation days per year (in line with state or federal requirements)
• Medical, dental, vision, life, and disability insurance for employees and their families
• 401(k) plan
• A variety of leaves of absences and other benefits to eligible employees