Senior Administrative Specialist

Responsibilities

• Support daily office operations and administrative functions at the assigned Boston office, including coordinating office supplies, car rentals, and general administrative support.
• Occasional travel to a regional office may be required based on business needs.
• Support HR activities, including onboarding, employee documentation, and responding to general team requests.
• Aid in the Health & Safety program by conducting monthly office safety inspections, tracking compliance, and ordering PPE as needed.
• Support the local IT program by supporting new hires and existing employees with technology needs, including laptop setup, equipment deployment, and shipping IT equipment.
• Manage fleet operations, including vehicle assignments, monthly safety inspections, and coordinating maintenance, repairs, and recall appointments.
• Serve as the primary point of contact for coordinating Kleinfelder employee and subcontractor security badging and access to Massport facilities, ensuring timely processing and compliance with security requirements.
• Travel to Massport/Boston Logan Airport is required as needed.

Requirements

• 5+ years of administrative or office management experience.
• Comfortable with Microsoft Office and internal systems.
• Basic knowledge of HR, Health & Safety, IT, and fleet management.
• Strong organizational, communication, and problem-solving skills.

Preferred Skills

• Experience working within the Architecture, Engineering, or Construction industry is strongly preferred.
• Experience with HRIS, CRM, or project management systems.
• Advanced Microsoft Office skills, including Excel and Teams.
• Experience improving office processes or implementing new systems.
• Strong attention to detail and proactive problem-solving skills.
• Previous experience in a fast-paced, multi-tasking environment.