Office Administrator

WSP Global Inc.; Phoenix (AZ); On-site; USD 32,000 - 48,000; Full time

Job summary

WSP Global Inc. in Phoenix, AZ is seeking a Receptionist / Office Administrator to support the Materials Testing group. The role involves front-desk duties, meeting coordination, minutes, and on-site support for events.

You will manage office operations, assist with onboarding, travel and expense support, and coordinate IT and facilities tasks while upholding WSP's standards and safety policies. Strong MS Office skills and a proactive, confidential approach are required.

Qualifications

• 1+ years of administrative support experience.
• High School Diploma or GED.
• Must be a self-starter capable of taking on tasks with little direction or supervision.
• Must possess a high level of professionalism and positive attitude when interacting with colleagues, clients, guests and other employees in the office.
• Demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents and developing PowerPoint presentations.
• Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks.
• Must possess excellent interpersonal and written and verbal communication skills.
• Must have initiative with ability to anticipate needs and complete important tasks without needing to be asked.
• Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through.
• Must be a strong team player.
• Must be able to use discretion and confidentiality.
• Possess technological skills necessary to perform data entry, manage team calendars, and create company reports as needed.
• Exercise responsible and ethical decision-making regarding company funds, resources and conduct and adhere to WSP’s Code of Conduct and related policies and procedures.
• Proven track record of upholding workplace safety and ability to abide by WSP’s health, safety and drug/alcohol and harassment policies.

Responsibilities

• Provide administrative support to staff, including scheduling meetings, drafting minutes, and coordinating activities.
• Handle office upkeep and liaise with facilities for maintenance requests.
• Greet guests, sign in visitors, and manage building access.
• Process mail and shipping labels.
• Assist with onboarding, I-9s, and IT equipment coordination.
• Coordinate onsite training events and webinars.
• Maintain office safety standards and conduct inspections of safety equipment.
• Support data entry, calendar management, and reporting tasks as needed.
• Assist with AP and office invoicing processes.
• Serve as IT coordination point for on-site issues when needed.

Skills

Administrative support

Professionalism

Communication

Time management

Team player

Data entry

Discretion

Education

High School Diploma or GED

Tools

Microsoft Office

Excel

Word

PowerPoint

Job description

This Opportunity

WSP is currently initiating a search for a Receptionist / Office Administratorfor our Phoenix, AZ office. This position will be involved in projects with our Materials Testing group and be a part of a growing organization that meets our client’s objectives and solves their challenges.

Your Impact

• Provides administrative support to staff in the office including scheduling of team/project/client meetings and drafting of minutes, follow-ups, communication, and coordination of activities in an office or project site (including catering orders meeting preparation, plus provides on-site support for day of meeting to include printing, catering, travel support for attendees, AV support)
• Responsible for general office administration including office upkeep and liaison with building management and our facilities group for maintenance requests, issues (i.e., AC/heat service)
• Serve as receptionist, buzz clients / service people into building, welcomes guests, and asks visitors to sign in/out of visitor log
• Processes incoming and outgoing U.S. and overnight mail, distributes incoming packages, produce labels for FedEx shipping
• Provides assistance for new hire onboarding, completion of I-9’s, etc. – this includes working with IT on all required new hire equipment along with collection of IT equipment for employees exiting the company
• Coordinate onsite training events with outside vendors and online webinars, as directed
• Coordinates safety and compliance programs for office, including maintenance of office standards – bulletin boards, inspections of fire extinguishers, AED, AED/CPR Certification, and first aid kits
• Additional project assistance responsibilities may include: scanning data sheets into project folders / maintain project plans, quality plans as well as project procedures manuals, workflows, QA review of reports/correspondences, and other work coordination
• May be assigned to assist with financial reports for office leaders which includes spreadsheet consolidation, tracking of data, senior staff tracking and travel/expense report support, and monthly/ period national budget and/or utilization reports
• May assist marketing leads with tracking of RFPs and proposal timelines, and provide proposal delivery assistance
• Assist with processing Accounts Payable and Sub queue invoices for the office
• May be assigned to serve as on-site point of contact for coordination of IT issues with Service Desk team, including new computer setup, return out of service machines, server/HVAC/other equipment issues, A/V set-up assistance and responding to Service Desk emails for additional information

Required Qualifications

• 1+ years of experience in administrative support
• High School Diploma or GED
• Must be a self-starter capable of taking on tasks with little direction or supervision
• Must possess a high level of professionalism and positive attitude when interacting with colleagues, clients, guests and other employees in the office
• Demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents and developing PowerPoint presentations
• Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks
• Must possess excellent interpersonal and written and verbal communication skills
• Must have initiative with ability to anticipate needs and complete important tasks without needing to be asked
• Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through
• Must be a strong team player
• Must be able to use discretion and confidentiality
• Possess technological skills necessary to perform data entry, manage team calendars, and create company reports as needed
• Exercise responsible and ethical decision-making regarding company funds, resources and conduct and adhere to WSP’s Code of Conduct and related policies and procedures
• Proven track record of upholding workplace safety and ability to abide by WSP’s health, safety and drug/alcohol and harassment policies

Preferred Qualifications

• Experience in the consulting industry