Office Administrator

bargeeast; Knoxville (TN); On-site; USD 35,000 - 52,000; Full time

Job summary

Barge Design Solutions, Inc. is seeking a detail-oriented Office Administrator to join our Administration team.

This role supports daily operations across our offices, handling mail, travel arrangements, facilities tasks, and general coordination to keep engineering teams focused on client service. You will manage the vehicle fleet, assist with onboarding new staff, coordinate security access, and help maintain an organized, welcoming work environment.

Qualifications

• High school diploma or GED required; some college coursework preferred.
• 2-3 years of office administration or administrative support experience required.

Responsibilities

• Maintain company vehicle fleet, coordinate maintenance, and track mileage.
• Process and distribute mail and coordinate shipments.
• Arrange business travel including hotel and rental cars; support cost-effective travel.
• Maintain a clean, organized office environment and monitor supplies.
• Assist IT with workstation setup for new employees and support onboarding.

Skills

Microsoft Office

Office equipment

Database entry

Fleet maintenance basics

Education

High school diploma or GED

Tools

Fleet management tools

Database systems

Job description

What We're Looking For:

Barge Design Solutions, Inc. is seeking a detail-oriented Office Administrator to join our Administration team. This role is essential to maintaining smooth daily operations across our office, providing comprehensive administrative support and facilities coordination that enables our engineering teams to focus on delivering exceptional client service.

We're looking for a reliable, proactive professional who thrives in a dynamic environment and takes pride in creating an organized, welcoming workplace. This position offers the opportunity to wear many hats while supporting various departments and contributing to the overall efficiency and professional atmosphere of our offices.

Fleet & Vehicle Management:

• Maintain company vehicle fleet through regular washing, fueling, and routine maintenance coordination to ensure safe, reliable transportation for staff
• Conduct comprehensive pool car inspections and maintain detailed mileage tracking reports and spreadsheets for fleet management
• Coordinate vehicle maintenance schedules and communicate with service providers to minimize downtime and ensure optimal fleet performance

Administrative Support & Communications:

• Process and distribute incoming mail and coordinate FedEx shipments to ensure timely delivery of project communications and materials.
• Assist with business travel arrangements, including hotel accommodations and rental car reservations, to support cost-effective and efficient travel coordination.
• Maintain a clean, organized, and welcoming office environment through daily facilities support, including refrigerator water service, coffee bar stocking, and plant care.
• Operate and maintain office equipment and shared spaces, including daily dishwasher operations and monitoring and replenishing copier supplies.
• Coordinate maintenance requests and collaborate with facilities vendors to ensure timely resolution of building and equipment issues.
• Organize and maintain storage areas and office supplies to ensure efficient inventory management and accessibility.
  Assist with the issuance, management, and deactivation of employee security access cards for new hires and departing employees.
• Provide support with office-related errands and deliveries as needed.
• Assist IT with workstation setup and preparation for new employees to support a smooth onboarding experience.
• Assist with document archiving and records organization to ensure accurate, accessible, and efficient document management.

Education & Experience Qualifications:

• High school diploma or GED required; some college coursework preferred
• 2-3 years of office administration or administrative support experience required

Technical Proficiencies:

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and general office equipment
• Experience with database entry and record-keeping systems
• Basic understanding of fleet management and maintenance tracking
• Familiarity with office supply and vendor management

Why join us?

Barge Design Solutions, Inc., is an engineering and architecture firm with diverse in-house multidisciplinary practice areas. The employee-owned company is more than 650+ people strong and serves clients nationwide from multiple U.S. locations. Barge is ranked on Engineering News-Record (ENR)’s Top 500 Design Firms and Architectural Record’s Top 300 Architecture Firms and is a certified Great Place To Work®.

Our primary purpose for being in business is ultimately to create a better life by unleashing the potential of our people, clients and communities. This purpose is supported by our company’s core values because at the end of the day, Barge CARES:

• Collaborate – Help and expect help. Teamwork is essential in what we do.
• Authentic – Honesty, integrity and trust are at the heart of everything we do. We are who we say we are.
• Responsible – We are accountable for our work, our attitude, and our actions. We make Barge better.
• Excellence – We go all in and expect more of ourselves than others expect of us.
• Service – We are humble. We use our gifts in service of others.

We believe that if we are living out our purpose for being in business and integrating our values into everything we do, we will ultimately achieve our vision to be the firm best known for being selected when it matters most.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status or on the basis of disability. Equal Opportunity Employer/Veterans/Disabled