Office Administrator

About the role

This opportunity entails, while under limited supervision, leveraging skills and experience to perform a broad range of administrative functions in support of office locations. Administrative functions may include maintaining calendars, scheduling meetings, making travel arrangements, handling correspondence, distributing mail, filing, and performing other duties to support the manager and department as needed. Utilizes Outlook, Word, Excel, PowerPoint and various HNTB software applications to perform tasks.

Responsibilities

• Performs administrative duties in support of office staff including, coordinating and scheduling calendar appointments, meetings and travel, preparing a variety of correspondence under general guidance, receiving and directing incoming calls and welcoming visitors.
• Furnishes information and responds to routine correspondence when necessary.
• Captures and distributes incoming mail.
• Delivers new hire orientation when needed.
• Captures and coordinates local policy and procedures with the appropriate corporate and/or divisional functions to ensure full and complete procedures are in place covering assigned areas.
• Recommends changes in process or procedure to management.
• Prepares reports, gathering and summarizing a variety of data from multiple sources.
• Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.
• Prepares and submits expense reports on behalf of office staff, securing and maintaining supporting documentation and ensuring accurate coding of expense items.
• Supports Accounts Payable functions by accurately coding and processing invoices.
• Tracks and coordinates the acquisition and distribution of materials, supplies and equipment. Maintains inventory of furniture and equipment.
• Coordinates with facilities on any building maintenance issues. May track mileage and ensure maintenance of vehicle fleet.
• Supports other duties as assigned.

Requirements

• High School Diploma/GED or equivalent
• 4 years related administrative experience

Preferred

• Ability to maintain confidentiality
• Planning, time management and organizational skills
• Attention to detail
• Demonstrated ability to compose, edit and proofread written documents (routine letters, business correspondence and reports of varying complexity)

What We Prefer

• Ability to maintain confidentiality
• Planning, time management and organizational skills
• Attention to detail
• Demonstrated ability to compose, edit and proofread written documents (routine letters, business correspondence and reports of varying complexity)

Benefits

Click here for benefits information: HNTB Total Rewards