Office Administrator - Project & Operations Support

Overview

Do you want to build an impactful career to change the world for the better? 

Geosyntec has an exciting opportunity for an Office Administrator in our Yakima, WA office. The position will provide high-level administrative support to environmental practitioners and technical staff in a busy engineering consulting environment. The role will support managers, practice area leaders, and technical staff with administrative functions, client deliverables, marketing materials, and other day-to-day needs. As the local HR point of contact (HR POC), the role will also help coordinate local HR and Health & Safety (H&S) functions and related inquiries with Corporate HR and H&S staff, and within company guidelines and policies. We are looking for someone who enjoys working in a fast-paced, deadline-oriented environment and who can manage multiple projects simultaneously. Geosyntec is an innovative, international engineering and consulting firm serving private and public-sector clients to address new ventures and complex problems involving our environment, natural resources, and civil infrastructure. Our engineers, scientists, technical and project employees serve our clients from offices across the world. Ranked by ENR as one of the top environmental engineering design firms, Geosyntec is internationally known for its technical leadership, broad experience, and exceptional client service. We invest in our people.  Each employee is unique, and your career at Geosyntec will be too.  We offer competitive pay and benefits, and well-being programs to support you and your family. To Learn More Visit: http://www.geosyntec.com/careers/.  

Essential Duties and Responsibilities

Office / Operation Duties:

• Serve as liaison between local office and/or Operation and Corporate management and staff; respond to general and common inquiries appropriately, directing specialized questions to the appropriate Corporate departments.
• Orientate new local employees ensuring knowledge of general office practices, and proper completion of paper and electronic employment documents, in coordination with Corporate HR.
• Coordinate orientation meetings with Accounting, H&S, HR, and Information Technology departments as needed; and assist managers with local office space needs and systems access set ups.
• Ensure proper procedures are followed regarding operations and maintenance of company vehicles and rental/leasing of supplemental vehicles on an as needed basis.
• Serve as liaison with building leasing company, building maintenance, vendors, advertising solicitors, and other office visitors; maintain security files (i.e. building security cards, office keys, etc.).
• Solicit estimates and bids for major office purchases/leases of office equipment and furniture; assist in the review of office or equipment leases and negotiation of same, ensuring all contracts are reviewed and approved by Corporate Legal department.
• Coordinate office relocations with final approvals for expenditures and layout from local and Operations management, as needed.
• Oversee purchase of office supplies and service calls for office equipment repair; track purchases through purchase order procedures.
• Serve as liaison with Corporate Accounting; maintain and balance office checking assist with budgeting process.
• Understand overall workings of computer, telecommunications, photocopy, scanning, and fax systems, and associated software, equipment, and vendors.
• Plan and execute staff activities for holidays and other events, with management approval.
• Oversee travel arrangements for consulting staff.
• Ensure foreign national hires provide valid employment authorization documents at the time of hire, and copies are provided to HR; in the U.S., ensure the Employer Section 2 of the Form I-9 verification process is completed within federal timelines and company procedures, in coordination with HR. 
• As needed, assist local hiring teams with scheduling interviews and following up. 
• Direct all employment and immigration verification requests for current/former employees to HR.
• Assist with communications to local employees of corporate policy or process updates and changes.
• Drive personal, company, and rental vehicles to client or company project or office sites, and other business locations, as needed.   
• May perform additional Project Administration duties at the request of the Operations Manager.

Marketing Support:

• Public notices/ads: Support as needed.
• Assist with ongoing marketing activities involving client contact, preparation and maintenance of mailing lists, preparation of SOQ’s, and perform required follow-up.
• Process proposal or business development letters, memoranda, and local reports of varying complexity, and confidentiality using Microsoft Office Software.
• Printing, compiling & delivery of proposal documents as needed.

Project Support:

• Supporting procurement queue to include creating purchase & work orders via procurement system.
• Supporting & analyzing project financial data for review with project teams.
• Creating & maintaining project files as directed by Project Managers.
• Act as a liaison between Project teams & the Regional Finance Team.
• Support Project teams by scheduling project staffing, kick-offs, general project meetings.
• Track Project deadlines & budgets as directed by Project Managers.
• Perform earned value analysis with input from Project Managers.
• Assist in setting up of new clients in ERP as directed by Project Managers/Directors.

Skills, Experience and Qualifications

• High school diploma and six (6) years of experience, an associate degree or college diploma in business, human resources, accounting/finance, or office procedures, and a minimum four (4) years progressively responsible experience preferably as an Office Administrator or Administrative Assistant; experience with word processing, Microsoft software, or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities to perform the job. (required)
• Directly relevant work experience in a professional environment, preferably with a consulting and/or client service focus. (preferred)
• Proven track record in position requiring independent judgment, interpersonal skills, ability to act independently with an understanding of larger picture, critical thinking, and problem-solving skills. (required)
• Ability to effectively prioritize and organize work, work independently, take initiative, and handle multiple tasks in a professional and organized manner. (required)
• High level of attention to detail and quality, strong work ethic and the ability to maintain confidentiality. (required)
• Advanced proficiency in a Windows environment, with specific expertise in Microsoft Office, including Word, Excel, PowerPoint, Internet Explorer, and Outlook. (required)
• Familiarity with Procurement software preferred
• Navigating & Creating Sharepoint sites preferred
• Familiarity with one or more ERP systems preferred
• Ability to work flexible and additional hours on short notice and a positive, team-focused attitude. (required)
• Valid U.S. driver’s license and a satisfactory driving record for business travel. (required)   

This opportunity will be posted for at least five days. Below are the potential compensation ranges that we in good faith believe are applicable for this role at the time of this posting and are only applicable for jobs to be performed in the specified location(s) below. The typical base salary range for this position is just one component of Geosyntec’s total compensation package for employees. Actual compensation will be determined based on education, experience, skill set and location.

• Minimum: $32.00/hour / Maximum: $38.54/hour or Minimum: $80,168.40/year / Maximum: $99,870 /year (Yakima, WA)

We offer a comprehensive benefits package to all eligible employees including, 9 paid holidays, 2 floating holidays, a minimum of 8 sick days, and a minimum of 11 vacation days per year, in line with state or federal requirements. Employees (and their families) are offered medical, dental, vision, life, and disability insurance, 401(k), a variety of leaves of absences and other benefits to eligible employees.

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