Office Administrator

Brown and Caldwell

3mo ago

Job
Full-time
Senior Level
People, HR & Administration
Phoenix

AI generated summary

You must have 5+ years in admin roles, strong organizational and leadership skills, MS Office proficiency, excellent communication, and the ability to build client relationships. A valid driver's license is needed.
You will manage office logistics, provide administrative support, coordinate meetings and events, assist with onboarding, and ensure health and safety compliance while liaising with IT and building management.

Requirements

Collaborative, team oriented with the ability to multi-task and prioritize workload.
Proficient in MS Office suite (Excel, Word, PowerPoint, Outlook, Teams) knowledge of Adobe PDF or Bluebeam and proficiency with Internet applications.
Detail-oriented individual with strong organizational skills, proactive mentality, and ability to follow directions.
Strong management/leadership skills; well-organized and detail oriented.
Ability to develop and maintain client relationships both internal and external (in person and virtually).
Excellent written and verbal communication skills. Experience in tech editing, proofreading, formatting, or writing experience is a plus.
Capable and able to use sound judgement and obtain accessible financial and other resources intelligently and efficiently.
Ability to be resourceful in researching issues, solving problems, and offering creative solutions.
Good driving record and valid driver’s license required.
Minimum 5 years of experience providing administrative functions and duties.

Responsibilities

Collaborate and work closely with the Phoenix Operations Manager and Regional Administrative Manager to maintain office organization, efficiency, and connection with staff. Responsibilities will include but are not limited to: overall office logistic coordination for visitors and staff, schedule/develop/support meetings (local and national), identify social activities to engage staff and ensure high office moral (i.e., virtual coffee chats, office lunches, and other employee events).
Provide administrative support and assistance to all staff for a variety of office functions and operations. This includes front desk management (greet clients, vendors, guests, and staff), maintain office supplies/equipment management/maintenance, mail/courier service, coordinate cleaning and repair services, work with corporate administration and facilities, travel arrangements, and prepare written communications (emails, MS Teams posts, memorandums, invoices, and other correspondence).
Correspondence/Client Deliverables. Coordinate and assist with the preparation of emails, team blogs, letters, reports, spreadsheets, agendas, meeting minutes, presentations and other complex and sometimes time sensitive/confidential documents.
Problem solve/troubleshoot. Inform managers of important information, decisions, and deadlines and anticipate and manage related necessary organizational adjustments, preparing managers to successfully plan and execute their tasks and initiatives.
Onboard New Hires. Work with supervisors and office personnel (local, and regional) to develop onboarding plans and conduct new hire orientations.
Health and Safety. Lead and collaborate with local and national health and safety teams on annual emergency action plan, annual fire/evacuation drills, employee ergonomic assistance, PPE orders and other health and safety related items.
Work closely with building management to assist with building issues and staff needs. Manage office parking and building access cards.
Format and word process complex documents, reports and contracts, including text, tables, spreadsheets, graphics and other diverse content.
Serve as liaison between the corporate IT department and local employees, including new employee equipment set-up and office equipment support.
Perform related duties as assigned.

FAQs

Do we support remote work?

Yes, we support remote work in a hybrid format, with a minimum of 3 days in the office.

What is the salary range for the Office Administrator position?

The anticipated starting pay range for this position varies by location, with Location A being $27.00-37.20, Location B $29.80-40.90, and Location C $32.50-44.60.

What benefits are offered to employees?

We provide a comprehensive benefits package that includes medical, dental, vision, short and long-term disability, life insurance, paid time off, and more.

How many years of experience are required for this position?

A minimum of 5 years of experience providing administrative functions and duties is required.

What software skills are necessary for the role?

Proficiency in the MS Office suite (Excel, Word, PowerPoint, Outlook, Teams) is required, along with knowledge of Adobe PDF or Bluebeam and internet applications.

What type of tasks will the Office Administrator handle?

The Office Administrator will manage office logistics, provide administrative support, coordinate correspondence, assist with onboarding new hires, and lead health and safety initiatives, among other duties.

Is there a need for a valid driver’s license?

Yes, a good driving record and a valid driver's license are required for this position.

Are there opportunities for professional development?

Yes, the company is committed to providing development opportunities for staff to grow and enhance their expertise.

Is this position subject to background checks?

Yes, this position is subject to a pre-employment background check and a pre-employment drug test.

Does the company provide tuition reimbursement?

Yes, we offer tuition reimbursement as part of our benefits package.

Brown and Caldwell

Brown and Caldwell is the largest engineering consulting firm solely focused on the U.S. environmental sector

Science & Healthcare

Industry

1001-5000

Employees

1947

Founded Year

Mission & Purpose

Headquartered in Walnut Creek, Calif., Brown and Caldwell is a privately-held, 100 percent environmental firm with 1,600+ professionals serving clients locally and globally from 52 locations. We are the largest engineering and construction firm solely focused on the U.S. water and environmental sectors. Our creative designs and progressive solutions have helped municipal, federal and private organizations overcome their most complex environmental challenges. We offer a comprehensive range of engineering, scientific, consulting and construction services and all the essential ingredients® for a successful project and a standout experience. We are passionate about delivering exceptional service, collaborating with clients, adding value through innovation and building relationships that last. This passion dates back to Ken Brown and Dave Caldwell, who, since founding the company in 1947, stood out for their ability to solve engineering challenges, apply technology to emerging environmental problems, and serve their community. Service, great technical solutions, innovation. These are the qualities our founders carried forward as the world changed and the company grew into what it is today. Now, nearly 70 years later, these qualities are just as important – essential, really – to Brown and Caldwell and to our clients.