Local Office Administrator

Terracon; Topeka (KS); On-site; USD 36,000 - 52,000; Full time

Job summary

Terracon is seeking an Office Administrator at the Topeka, KS office to oversee daily general office operations, coordinate maintenance, supplies, and support fleet management and project coordination.

The role will involve greeting visitors, onboarding new employees, coordinating office events, tracking timesheets, and assisting with marketing material formatting and proposals. A valid driver’s license may be required.

Qualifications

• High school diploma or equivalent required.
• Minimum 1 year administrative experience.
• A valid driver’s license with acceptable violation history may be required.

Responsibilities

• Oversee daily general office operations including coordinating all aspects of the daily office environment; tasks include maintenance, ordering supplies, and related duties.
• Support fleet management administration activities and coordination of projects as needed.
• Greet visitors, vendors, conduct office tours, coordinate workstation setup and onboarding of new hires.

Skills

Office administration

Education

High school diploma or equivalent

Job description

General Responsibilities:

Oversee daily general office operations including but not limited to, coordinating all aspects of the daily office environment by performing tasks such as office maintenance, ordering office supplies, and other related tasks. The Local Office Administrator may also support fleet management administration activities, support the coordination of projects, and provide marketing support, as needed.

Essential Roles and Responsibilities:

• Ensure the office operates efficiently and effectively by performing various office administration tasks such as but not limited to, ordering office supplies, coordinating and scheduling office equipment maintenance, greeting visitors, vendors, performing office tours, coordinating workstation set up and team introductions, and onboarding office new hires.
• Foster employee engagement by coordinating local office events, trainings, welcoming & onboarding new employees, consistently sharing updates on activities such as wellness initiatives, local recognition programs, and reminders for annual activities such as benefits enrollment and annual engagement surveys.
• Resolve general office related questions including matters such as timesheets.
• Support the office with computer replacements, asset inventory, and recycling old computers.
• Support office local, state, and federal employment law compliance through activities such as maintaining correct employment law posters.
• Assist project managers with the coordination and support of projects including tracking & routing documentation, project status, and drafting reports.
• Provide administrative support to draft and update marketing materials including formatting presentations & proposals.
• Participate in the annual budget request process for regional fleet ordering.
• Support local office fleet management through various administrative tasks such as, reviewing and approving monthly vehicle rentals, requesting insurance cards, processing purchase orders (PO’s) and invoices, Department of Transportation (DOT) compliance with regulations, tracking, maintaining, and help auditing vehicle movement (rentals, transfers, leases) and monthly vehicle inspection documents for exceptions.
• Serve as the point of contact for fleet management vehicle registration, education on new vehicle processes, maintenance scheduling, vehicle accessory upgrades (strobe lights, backup alarms, toolboxes, etc.).
• Assist in the review of local office performance on key cost factors including asset utilization, fuel card issuance, and preventative maintenance compliance.
• Support the administration of the vehicle/equipment telematics program.
• Follow safety rules, guidelines and standards for all projects. Participate in pre-task planning. Report any safety issues or concerns to management.
• Be responsible for maintaining quality standards on all projects.
• Perform other duties as assigned.

Requirements:

• High school diploma or equivalent.
• Minimum 1 year administrative experience required.
• A valid driver’s license with acceptable violation history may be required.