Regional Office Coordinator

About the role

We are currently seeking a Regional Office Coordinator for our office in Little Falls, NJ. The Regional Office Coordinator will be responsible for administrative support for a region, program or area including such functions as HR/EEO Activities, Pursuits/Bid Completion, Payroll, Reception, Facilities, etc., and act as general Executive Administrative Assistant for the region, program or area.

Why join us

• Challenging, complex work
• Creative and innovative problem-solving environment
• Supportive, communicative managers who reward hard work
• Opportunities for growth, training, and development
• Flexibility in career path & progression
• Opportunities to work and live all over the United States

Responsibilities

• Coordinates calendar and schedule of the Executive and staff ensuring no scheduling conflicts
• Coordinates and schedules all travel arrangements, including booking flights, hotels, meeting rooms and transportation needs
• Prepares and submits expense reports on behalf of the traveler, including tracking of expenses, submission of receipts and responding to any compliance inquiries
• Performs daily duties of the office including ordering supplies and coordination of mail operations and expenses. May order office furniture, fixtures and equipment upon request of the office
• Coordinates various meetings with SBGL, BGL, PGM, ROM and/or Area Manager and assists in the preparation of presentations
• Assists office staff in the preparation of written correspondence for internal and external communication purposes. Creates office communication materials, such as staff directories, sign-in sheets, etc.
• May be responsible for the collection or distribution of weekly or monthly reports
• May perform general HR duties for the office or act as a liaison for HR-related activities. These duties may include onboarding, PTO record-keeping, eForm processing, drug testing, etc. May act as Regional Ethics and Compliance Officer
• May be responsible for various other administrative activities such as weekly payroll processing, determining Davis Bacon Wages, updating certificates of insurance for subcontractors, processing change orders, tracking vehicle and equipment inventory, etc.
• Performs general duties around Marketing, Pursuits and Community Outreach. These duties may include proofing RFPs/RFI/RFQs, updating bid calendar, assisting in the coordination of pre-bid conferences, performing internet research on possible clients and facilitating community outreach activities for the office
• Coordinates files, documents and contracts. Includes processing, maintenance and storage in repositories such as databases, SharePoint, or off-site storage

Qualifications

• High School degree required. Associates degree or some administrative training is a plus
• At least 2 years of relevant experience supporting a large office is needed
• Ability to work in a fast paced environment often with interruptions
• Ability to thrive in a dynamic and energetic environment
• Ability to work with and speak to all level of employees from entry-level to C-Suite Executives
• Solid communication skills, both verbal and written
• Ability to take direction and prioritize responsibilities from executive leaders
• Proficient with MS Office Programs, Concur or other travel scheduling software
• Able to work in an office environment

Pay

$35 - $50/hour