Office Administrator

Overview

Would you like to be a part of a dynamic team of professionals that is truly passionate about our work? Are you interested in working for an organization that does meaningful work, fosters a collaborative team culture, and creates a diverse, inclusive environment where you feel like you belong? If this sounds like you, talk to us about joining our team.

Carollo Engineers is an internationally recognized environmental engineering firm that specializes in the planning, design, and construction of water and wastewater facilities. Our vision is to become the best water consulting firm, and we are looking for motivated, talented people to help us reach that goal.

At Carollo you'll make an impact at an organization that does meaningful work, fosters a collaborative team culture, and creates a diverse, inclusive environment where you feel like you belong. You'll work alongside a collaborative and dynamic team of professionals that is truly passionate about our work. Carollo's vision is to be the BEST water consulting firm and you'll find that Carollo is also the best place for you to build your career.

Responsibilities

General Office Responsibilities

• Supervise all day-to-day office operations

• Conduct New Hire Orientations/Onboarding for all office new hires

• Interface with all corporate departments to facilitate proper handling of paperwork, (Accounting, Human Resources, Legal, Facilities and Information Technology departments)

• Coordinate final termination of employees to ensure protection of intellectual properties

• Establish the annual facilities budget and monitor throughout the year

• Conduct office safety inspections

• Evaluate ergonomics of employee workstations and coordination with facilities/HR as needed to resolve issues

• Work with building management to resolve facilities issues including HVAC, janitorial, etc.

• Confirm conference room setup/cleanup for meetings

• Order office supplies

• Coordinate accounting issues with accounting group

• Order food for office meetings, seminars, and other company events, as needed

• Assist with planning and coordination of office and client events

• Attend various meetings, as needed

• Recruit and train office support staff

• Conduct performance reviews for office support staff

• Assist engineers with routine office, project, and travel scheduling related tasks

• Prepare expenses reports for office expenses and help engineers with expense reports, as needed

• Assist the Office Manager with office related tasks

Project Services Support Responsibilities

• Utilize financial system to review, monitor and analyze project financial performance, monthly invoicing, project costs and other project performance parameters

• Assist in implementation and improvement of project control systems including cost control and change control for various projects

• Provide contract administration support to ensure project compliance with contract requirements; prepare various monthly client reports; manage project specific requirements

Qualifications

• High school diploma or equivalent, some college business courses or business vocational instruction.

• Minimum of 8 years professional experience in office administration with at least 2 of those years in a supervisory capacity.

• Strong verbal and written communication skills

• Excellent organizational and administrative skills

• Ability to work without direct supervision.

• High level of critical thinking

• Professional experience handling confidential/sensitive issues

• Ability to exercise good judgment

• Flexible and adaptable to changing deadlines

• Demonstrates initiative and proactive attitude

• Ability to juggle multiple priorities and exercise judgment on order of completion of tasks

• Intermediate proficiency with MS Office Products.

Preferred Qualifications

• Bachelor's Degree

• Previous experience with engineering professionals

• Experience with BST or other financial software products

Pay Range

$30.00 to $50.00 per hour. This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee's pay within the salary range will be based on several factors including, but limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Other Compensation and Benefits

Carollo is committed to providing employees with a competitive, comprehensive benefits program that provides the care employees and their families need to lead healthy, productive lives. Carollo's benefits package includes paid time off and holidays, comprehensive health insurance coverage, pre-tax savings account options for healthcare, dependent care and commuter expenses, disability insurance and life insurance options for you and your dependents. We also offer free Caregiver Support, Travel Assistance, counseling services and discount programs. Other compensation that may be available includes: 401(k) company contribution matching, tuition reimbursement, discretionary bonuses, career advancement bonuses, professional registration bonuses, employee referral bonuses, and compensatory time for exempt employees. Flexible work arrangements may also be available. Eligibility for benefits varies based on employment status.