Local Office Administrator

Terracon; Topeka (KS); On-site; USD 38,000 - 52,000; Full time

Job summary

Terracon is seeking an Office Administrator to oversee daily office operations in Topeka, KS. You will coordinate supplies, maintenance, onboarding, and fleet activities while supporting project teams and marketing efforts.

The role involves ensuring compliance with employment posters, fostering employee engagement, and assisting in budget-related tasks. Strong organizational skills and a proactive approach are essential.

Qualifications

• High school diploma or equivalent; minimum 1 year administrative experience.
• Valid driver's license with acceptable violation history may be required.
• Experience coordinating office operations and onboarding new hires is preferred.

Responsibilities

• Oversee daily general office operations including ordering supplies and coordinating maintenance.
• Coordinate and support fleet management activities and asset inventory.
• Assist project managers with documentation tracking and reporting.
• Draft and update marketing materials and presentations.
• Ensure compliance with local, state, and federal employment posters.
• Support onboarding of new hires and employee engagement activities.
• Maintain safety standards and participate in pre-task planning.

Skills

Office administration

Scheduling

Event coordination

Fleet support

Education

High school diploma or equivalent

Tools

Microsoft Office

Presentation software

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.