Office Administrative Manager

Gannett Fleming, Inc.; Boston (MA); On-site; USD 74,000 - 80,000; Full time

Job summary

Gannett Fleming, Inc. seeks a dedicated Office Administrative Manager to lead the administrative office functions in Boston, MA. This full-time position involves supporting senior management, ensuring a welcoming office environment, managing correspondence and supplies, and assisting with various HR tasks. Ideal candidates will possess robust organizational skills, 5+ years of experience, and proficiency in Microsoft Office Suite.

Benefits

Comprehensive benefits package

Tax-deferred 401(k) savings plan

Competitive paid-time-off (PTO)

Tuition reimbursement for continued education

Commitment to professional development

Incentive compensation for eligible positions

Qualifications

• 5+ years of relevant office administrative experience or equivalent education.
• Minimum 2 years of front desk experience.
• Experience with facility or property management tasks.

Responsibilities

• Manage office correspondence and resources including calls, emails, and mail.
• Conduct vendor, guest, and client meeting coordination with logistics.
• Support travel arrangements and meeting coordination.

Skills

Customer service

Communication

Multitasking

Organization

Attention to detail

Process improvements

Education

Bachelor's Degree in Business Administration

Tools

Microsoft Office Suite/365

Job description

What You Will Do:

GFT is seeking an experiencedOffice Administrative Manager to join our Boston, MA office! This position is full-time and based on-site, with responsibilities split between our two Boston offices.

GFT Shared Service Services team, which includes Human Resources, Legal,Accounting & Finance, IT Services and Marketing & Communications, are essential for managing and supporting the company's global operations.Shared Services are part of a broader strategy to transform the business and improve efficiency. The support of this amazing team of professionals, is the backbone of our ability to deliver infrastructure consulting and design services.

What you’ll be challenged to do:

As an Office Administrative Manager, you will independently carry out and manage the administrative office functions providing advanced administrative support to the Senior Office Administrative Manager, Office Principal and other staff within the office. You will also aid OPS leadership on practice initiatives, key corporate policies, and procedures.

In this capacity, the successful candidate will be responsible for the following:

• Maintain a welcoming, safe, and tidy office environment for clients, visitors, and staff.
• Manage office correspondence and resources (phone calls, emails, mail, packages, manuals, SharePoint, etc.).
• Order and manage office supplies, equipment, furniture, seating, signage, and technology.
• Serve as the primary point of contact for staff inquiries and building management, including: lease terms, security access, parking, maintenance requests, timesheets, expense reports, business card inquiries and other administrative tasks.
• Implement office sustainability programs and ensure compliance with lease terms.
• Prepare for and coordinate vendor, guest, client, and executive meetings, including logistics (lunch, security, parking, amenities, seating, safety).
• Support travel arrangements, meeting coordination, and seminar/conference registrations.
• Review and track vendor invoices and office expense reports.
• Support the Office Principal with building management, crisis and staff meetings, IT system updates, and internal communications.
• Assist with HR tasks, including new hire orientation, workspace setup, and termination decommissioning.
• Oversee safety coordination duties including Employee Engagement & Citizenship Program (EECP) activities, ensuring budget compliance and engagement.
• Participate in Administrative Quality Improvement meetings to share best practices and efficiency improvements.
• Provide remote support to other offices without administrative staff.
• Perform other duties as assigned.

Education | Experience:

What you will bring to our firm:

• 5+ years of relevant office administrative experience or equivalent education with related experience.
• Minimum 2 years of front desk experience.
• Experience with facility or property management tasks.
• Advanced customer service, communication, and multitasking skills.
• Strong organizational skills with attention to detail.
• Proficient in Microsoft Office Suite/365.
• Resourceful, proactive, and professional, with discretion in handling confidential information.
• Skilled in process improvements and working with remote management.

What we prefer you bring:

• Bachelor's Degree in Business Administration, Human Resources, or related field.
• Architecture, Engineering, or Construction (AEC) industry experience.

Compensation:

The salary range for this position is $74,880-$79,040. Salary is dependent upon experience and geographic location.

Featured Benefits:

• Comprehensive benefits package including wellness programs, parental leave, and pet insurance, in addition to medical, dental, vision, disability, and life insurance.
• Tax-deferred 401(k) savings plan.
• Competitive paid-time-off (PTO) accrual.
• Tuition reimbursement for continued education.
• Commitment to professional development, access to internal and external training programs, and support of active participation in professional organizations
• Incentive compensation for eligible positions.

Company Overview:

At GFT, a privately held AEC firm, we innovate where transportation, water, power, and buildings converge. We call this the Infrastructure of Life. We measure our success by the strength of our relationships – that’s why we’re the employer of choice for 5,000+ of the industry’s brightest engineers, planners, architects, inspectors, designers, and more.

Our clients choose us for our expertise and prefer us for our nimble approach, creativity, and personal touch. Backed by over a century’s experience, together we’re building a lasting legacy for future generations: stronger communities, a healthier planet, and better lives. GFT: Ingenuity That Shapes Lives

GFT is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veterans’ status or other characteristics protected by law.

Unsolicited resumes from third party agencies will be considered the property GFT.

Location: Boston, MA

Core Business Hours: 8:00 AM – 5:00 PM
Employment Status: Full-Time

Salary Range: $74,880-$79,040

Salary dependent upon experience and geographic location

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