Infrastructure Office Administrator

HNTB Corporation; Salt Lake City (UT); On-site; USD 38,000 - 46,000; Full time

Job summary

HNTB Corporation in Salt Lake City, UT is seeking an Administrative Associate to support office staff and manage routine duties under general supervision.

Responsibilities include calendar coordination, travel arrangements, correspondence, mail handling, and contributing to expense coding and vendor invoicing processes. Proficiency in Outlook, Word, Excel and other HNTB software is preferred.

Qualifications

• High School Diploma or GED or equivalent.
• 4 years related administrative experience.
• Strong organizational and confidentiality skills.

Responsibilities

• Performs administrative duties in support of office staff including coordinating and scheduling calendar appointments, meetings and travel, preparing a variety of correspondence under general guidance, receiving and directing incoming calls and welcoming visitors; furnishes information and responds to routine correspondence when necessary; coordinates the receipt, distribution and delivery of mail both to and from the office; delivers new hire orientation when needed.
• Coordinates local policy and procedures with the appropriate corporate and or/ divisional functions to ensure full and complete procedures are in place covering assigned areas; recommends changes in process or procedure to management.
• Prepares reports, gathering and summarizing a variety of data from multiple sources; organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.
• Prepares and submits expense reports on behalf of office staff, securing and maintaining supporting documentation and ensuring accurate coding of expense items; supports Accounts Payable functions by accurately coding and processing invoices.
• Tracks and coordinates the acquisition and distribution of materials, supplies and equipment; maintains inventory of furniture and equipment; working with Corporate Procurement and facilities, assists with office moves; coordinates with facilities on any building maintenance issues; may track mileage and ensure maintenance of vehicle fleet.
• Performs other duties as assigned.

Skills

Calendar management

Meeting coordination

Travel arrangements

Communication skills

Education

High School Diploma or GED

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

HNTB Corporation in Salt Lake City, UT is seeking an Administrative Associate to support office staff and manage routine duties under general supervision.

Responsibilities include calendar coordination, travel arrangements, correspondence, mail handling, and contributing to expense coding and vendor invoicing processes. Proficiency in Outlook, Word, Excel and other HNTB software is preferred.