Office Administrator

Carollo Engineers Arlington , VA 22201

Posted 2 months ago

Overview

Carollo Engineers is a nationally recognized engineering firm specializing in the planning, design, and construction of water and wastewater facilities. We are seeking an Office Administrator to join our team.

Responsibilities

  • Supervises all day-to-day office operations

  • Conducts New Hire Orientations for engineers and office staff

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

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

  • Reconciles quarterly office budget and annual facilities budget projection

  • Conducts office safety inspections

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

  • Work with building management to resolve facilities issues

  • Maintain conference room setup/cleanup for meetings

  • Orders office supplies

  • Coordinates petty cash and accounting issues with accounting group

  • Coordinates with engineers and proposal managers in central office as needed

  • Proactively elicits project management information for workload scheduling

  • Attends project management meetings

  • Performs document processing and proposal preparation services

  • Coordinates work distribution with other offices to meet deadlines

  • Ensures adequate staffing, hardware, and software to complete work in an accurate and timely manner

  • Examines completed work for quality control and compliance with company standards.

  • Troubleshoots and resolves computer/software related issues using support from all areas of the company

  • Recruits and trains office support staff

  • Assists with performance appraisals for office support staff

  • Leads brown bag seminars for engineers on document process training

  • Provides system training for new engineers and office staff

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

  • Assist the Office Manager with office related tasks

  • Reproduction/document assembly and coordination with vendors

  • Physical and electronic document and file management

  • Office events/party planning

  • Other required office administration duties as assigned by the Office Manager

Qualifications

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

  • Minimum of 5 years professional experience in office administration

  • Strong verbal and written communication skills

  • Excellent organizational and administrative skills

  • Ability to type 65 wpm

  • Ability to work without direct supervision

  • High level of critical thinking

  • Professional experience handling confidential/sensitive issues

  • Ability to exercise good judgment

  • Prioritize as business/workload dictates and deadline changes

  • Initiative, proactive attitude

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

  • Intermediate proficiency with Word (styles, graphics, tables, outlines, table of contents, templates, macros)

  • Proficiency with Excel (basic to intermediate level: formatting, header/footer, file path name, etc.)

  • Intermediate proficiency with Adobe Acrobat (converting files into PDF format; adding bookmarks and thumbnails, appending pages)

  • Previous experience using scanning & OCR software (varies from office to office)

  • Experience in Windows environment (explorer, control panel, printer setup, etc.)

Preferred Qualifications

  • Bachelor's Degree

  • Experience with InDesign, Photoshop and PowerPoint

  • Previous experience with engineering professionals

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Office Administrator

Carollo Engineers