Office Administrator

Carollo Engineers; California (MO); On-site; USD 32,000 - 45,000; Full time

Benefits offered by this job

Paid time off

Extended health care coverage

Disability insurance

Life insurance options

Job summary

Carollo Engineers is seeking an Office Administrator to supervise day-to-day office operations and coordinate with accounting, HR, legal, and IT functions. You will support new hire orientations, budget tracking, safety checks, and document management across multiple offices.

The role requires a minimum of five years in office administration, strong communication, and excellent organizational skills. A Bachelor’s degree is preferred; extensive experience with Word, Excel, Acrobat, and scanning

Qualifications

• High school diploma or equivalent, some college business courses or business vocational instruction.
• Minimum of 5 years professional experience in office administration.
• Strong verbal and written communication skills.
• Excellent organizational and administrative skills.
• Ability to type 65 wpm.
• Ability to work without direct supervision.
• High level of critical thinking.
• Professional experience handling confidential/sensitive issues.
• Ability to exercise good judgment.
• Initiative, proactive attitude.
• Ability to juggle multiple priorities and deadline changes.
• Experience with Word (styles, graphics, tables, outlines, table of contents, templates, macros)
• Proficiency with Excel (basic to intermediate level: formatting, header/footer, file path name)
• Intermediate proficiency with Adobe Acrobat (converting files into PDF format; adding bookmarks and thumbnails, appending pages)
• Previous experience using scanning & OCR software
• Experience in Windows environment (explorer, control panel, printer setup, etc.)

Responsibilities

• Supervises all day-to-day office operations.
• Conducts New Hire Orientations for engineers and office staff.
• Interfaces with corporate departments to facilitate paperwork.
• Coordinates final termination of employees to protect intellectual properties.
• Reconciles quarterly office budget and annual facilities budget projection.
• Conducts office safety inspections.
• Evaluates ergonomics of employee workstations and coordinates with facilities/HR.
• Work with building management to resolve facilities issues.
• Maintain conference room setup/cleanup for meetings.
• Orders office supplies.
• Coordinates petty cash and accounting issues with accounting group.
• Coordinates with engineers and proposal managers in central office as needed.
• Proactively elicits project management information for workload scheduling.
• Attends project management meetings.
• Performs document processing and proposal preparation services.
• Coordinates work distribution with other offices to meet deadlines.
• Ensures staffing, hardware, and software adequacy to complete work on time.
• Examines completed work for quality control and compliance with company standards.
• Troubleshoots and resolves computer/software issues with IT support.
• Recruits and trains office support staff.
• Assists with performance appraisals for office support staff.
• Leads brown bag seminars for engineers on document process training.
• Provides system training for new engineers and office staff.
• Assists engineers with scheduling tasks.
• Assist the Office Manager with office related tasks.
• Reproduction/document assembly and coordination with vendors.
• Physical and electronic document/file management.
• Office events/party planning.
• Other office duties as assigned by the Office Manager.

Skills

Verbal communication

Written communication

Organization

Multitasking

Judgment

Education

High school diploma

Bachelor's degree

Tools

Word

Excel

Adobe Acrobat

OCR software

Job description

Overview

Carollo Engineers is a leading engineering firm dedicated exclusively to water. For over 90 years, we've specialized in the planning, design, and construction of water, wastewater, stormwater, and reuse facilities, bringing innovative and sustainable solutions to the water sector's most complex challenges.

Overview

Carollo Engineers is a leading engineering firm dedicated exclusively to water. For over 90 years, we've specialized in the planning, design, and construction of water, wastewater, stormwater, and reuse facilities, bringing innovative and sustainable solutions to the water sector's most complex challenges. We work with water agencies, municipalities, utilities, research organizations, and private companies across various industries, including technology, manufacturing, and beyond. These clients choose Carollo because we employ some of the most knowledgeable and experienced professionals in the world. When you join our team, you'll work alongside industry leaders who are advancing the science of water, protecting public health, and building resilient communities. Carollo's vision is to be the best water consulting firm and the best place for you to build your career. If you're passionate about making a difference in this critical field, we invite you to explore a career with Carollo.

Responsibilities

• Supervises all day-to-day office operations
• Conducts New Hire Orientations for engineers and office staff
• Interfaces with all corporate departments to facilitate proper handling of paperwork, (Accounting, Human Resources, Legal, Facilities and Information Technology departments)
• Coordinates final termination of employees to ensure protection of intellectual properties
• Reconciles quarterly office budget and annual facilities budget projection
• Conducts office safety inspections
• Evaluates ergonomics of employee workstations and coordination with facilities/HR as needed to resolve issues
• Work with building management to resolve facilities issues
• Maintain conference room setup/cleanup for meetings
• Orders office supplies
• Coordinates petty cash and accounting issues with accounting group
• Coordinates with engineers and proposal managers in central office as needed
• Proactively elicits project management information for workload scheduling
• Attends project management meetings
• Performs document processing and proposal preparation services
• Coordinates work distribution with other offices to meet deadlines
• Ensures adequate staffing, hardware, and software to complete work in an accurate and timely manner
• Examines completed work for quality control and compliance with company standards.
• Troubleshoots and resolves computer/software related issues using support from all areas of the company
• Recruits and trains office support staff
• Assists with performance appraisals for office support staff
• Leads brown bag seminars for engineers on document process training
• Provides system training for new engineers and office staff
• Assists engineers with routine office, project, and travel scheduling related tasks
• Assist the Office Manager with office related tasks
• Reproduction/document assembly and coordination with vendors
• Physical and electronic document and file management
• Office events/party planning
• Other required office administration duties as assigned by the Office Manager

Qualifications

• High school diploma or equivalent, some college business courses or business vocational instruction
• Minimum of 5 years professional experience in office administration
• Strong verbal and written communication skills
• Excellent organizational and administrative skills
• Ability to type 65 wpm
• Ability to work without direct supervision
• High level of critical thinking
• Professional experience handling confidential/sensitive issues
Ability to exercise good judgment
• Prioritize as business/workload dictates and deadline changes
• Initiative, proactive attitude
• Ability to juggle multiple priorities and exercise judgment on order of completion of tasks
• Intermediate proficiency with Word (styles, graphics, tables, outlines, table of contents, templates, macros)
• Proficiency with Excel (basic to intermediate level: formatting, header/footer, file path name, etc.)
• Intermediate proficiency with Adobe Acrobat (converting files into PDF format; adding bookmarks and thumbnails, appending pages)
• Previous experience using scanning & OCR software (varies from office to office)
• Experience in Windows environment (explorer, control panel, printer setup, etc.)

Preferred Qualifications

• Bachelor’s Degree
• Experience with InDesign, Photoshop and PowerPoint
• Previous experience with engineering professionals

Compensation Range

$33.00 to $38.00 CAD per hour. This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee’s pay within the salary range will be based on several factors including, but limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Other Compensation And Benefits

Carollo is committed to providing employees with a competitive, comprehensive benefits program that provides support for employees and their families to lead healthy, productive lives. Carollo’s benefits package includes paid time off and holidays, extended health care coverage, disability insurance and life insurance options for you and your dependents as well as a travel assistance program. Other compensation that may be available includes: RRSP company contribution matching, tuition reimbursement, discretionary bonuses, career advancement bonuses, professional registration bonuses, employee referral bonuses, and compensatory time for exempt employees. Flexible work arrangements may also be available.