Office Administrator

HNTB; Salt Lake City (UT); On-site; USD 45,000 - 65,000; Full time

Job summary

HNTB invites applications for an administrative support role in Salt Lake City. The position involves coordinating calendars, arranging travel, handling correspondence, and assisting with office operations under limited supervision.

The role requires 4 years of related experience, a high school diploma or equivalent, and proficiency in Microsoft Office apps. Strong organization and confidentiality are essential; exposure to accounts payable tasks is a plus.

Qualifications

• High School Diploma or GED or equivalent.
• 4 years related administrative experience.
• Familiarity with Microsoft Office software suite.

Responsibilities

• Supports office staff with calendar appointments, meetings and travel arrangements.
• Receives calls, directs visitors, and handles routine correspondence.
• Prepares reports by gathering data from multiple sources and maintains filing systems.

Skills

Calendar management

Meeting coordination

Travel arrangements

Expense reporting

Attention to detail

Confidentiality

Education

High School Diploma/GED

Tools

Outlook

Word

Excel

PowerPoint

Job description

What We’re Looking For

At HNTB, you can create a career that is meaningful to you while building communities that matter to all of us. For more than a century, we have been delivering solutions for some of the largest, most complex infrastructure projects across the country. With our historic growth, it is an exciting time to join our team of employee‑owners.

This opportunity entails, while under limited supervision, leveraging skills and experience to perform a broad range of administrative functions in support of office locations. Administrative functions may include maintaining calendars, scheduling meetings, making travel arrangements, handling correspondence, distributing mail, filing, and performing other duties to support the manager and department as needed. Utilizes Outlook, Word, Excel, PowerPoint and various HNTB software applications to perform tasks.

What You’ll Do

• Performs administrative duties in support of office staff including, coordinating and scheduling calendar appointments, meetings and travel, preparing a variety of correspondence under general guidance, receiving and directing incoming calls and welcoming visitors. Furnishes information and responds to routine correspondence when necessary. Coordinates the receipt, distribution and delivery of mail both to and from the office. Delivers new hire orientation when needed.
• Coordinates local policy and procedures with the appropriate corporate and or/ divisional functions to ensure full and complete procedures are in place covering assigned areas. Recommends changes in process or procedure to management.
• Prepares reports, gathering and summarizing a variety of data from multiple sources. Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.
• Prepares and submits expense reports on behalf of office staff, securing and maintaining supporting documentation and ensuring accurate coding of expense items. Supports Accounts Payable functions by accurately coding and processing invoices.
• Tracks and coordinates the acquisition and distribution of materials, supplies and equipment. Maintains inventory of furniture and equipment. Working with Corporate Procurement and facilities, assists with office moves. Coordinates with facilities on any building maintenance issues. May track mileage and ensure maintenance of vehicle fleet.
• Performs other duties as assigned.

What You’ll Need

• High School Diploma/GED or equivalent
• 4 years related administrative experience

What We Prefer

• Ability to maintain confidentiality
• Planning, time management and organizational skills
• Ability to balance multiple tasks and changing priorities
• Attention to detail
• Demonstrated ability to compose, edit and proof read written documents (routine letters, business correspondence and reports of varying complexity)
• Familiarity with Microsoft Office software suite

Additional Information

Click here for benefits information: HNTB Total Rewards

Click here to learn more about Equal Opportunity Employer/Disability/Veteran

Visa sponsorship is not available for this position.

#JEK #Administration

Locations

Salt Lake City, UT

Job Type: Regular

Full/Part Time: Full time

Job Category: Administration Group

Equal Employment Opportunity & Disability Accessibility Statement

HNTB provides a fair and equal employment opportunity for all employees and applicants regardless of race, color, religion, sex, national origin, age, disability, pregnancy status, sexual orientation, gender identity, veteran status, genetic information, citizenship status, or other status protected by law. The HNTB Companies ensure nondiscrimination in all programs and activities in accordance with Title VII of the Civil Rights Act of 1964.

Any applicant with limited English proficiency or a qualifying physical or mental disability who believes they require a reasonable accommodation for any part of the application or hiring process should contact us at [e-mail] or call 816-527-2600 for assistance. HNTB will make determinations on requests for accommodations on a case-by‑case basis.

Hearing and speech impaired individuals who seek assistance or accommodation in applying for a position via TTY, may dial 711 in the United States. Instruct the TTY operator to call 888‑400‑4682 and select option 5 for TTY service. Please indicate to the HNTB agent that you are a candidate seeking assistance in the job application process.

Please note that The HNTB Companies will not accept any resume submitted via this email address. To properly submit your application to the HNTB Companies, and to ensure that our recruiters have immediate access to your resume/CV, please search our open positions online, and apply directly through our careers website.

Thank you for considering HNTB for your career opportunities.

Affirmative Action Policy Statement

HNTB has implemented the following policy as part of its longstanding commitment to compliance with all applicable affirmative action requirements. HNTB agrees to post in conspicuous places, available to employees and applicants for employment, this Aff­... HNTB will recruit, hire, train, and promote individuals in all job titles, and will ensure that all other personnel actions are administered, without regard to an individual’s protected veteran or disability status. All employment decisions will be based only on valid job requirements. In addition, employees and applicants shall not be subjected to harassment, intimidation, threats, coercion, or discrimination because they have engaged in or may engage in any of the following activities: (1) filing a complaint; (2) assisting or participating in an investigation, compliance evaluation, hearing, or any other activity related to the administration of any Federal, State, or local law requiring equal opportunity for protected veterans or individuals with disabilities; (3) opposing any act or practice made unlawful by Section 4212, Section 503, their implementing regulations, or any other Federal, State, or local law requiring equal opportunity for protected veterans or individuals with disabilities; or (4) exercising any other right protected by Section 4212, Section 503, or their implementing regulations. The non‑confidential portions of the affirmative action program for protected veterans and individuals with disabilities shall be available for inspection upon request by any employee or applicant for employment. These plans are available for review upon request during normal business hours. Any questions or requests to review should be directed to your Human Resources Partner. As Chief Executive Officer, I fully support our affirmative action program and am committed to the implementation of the company’s affirmative action policy. I have delegated overall responsibility for this policy to the Business Integrity Director. The Manager of HR Compliance & Immigration is responsible for the implementation, auditing, and reporting of this policy and program, assisted by the office’s Human Resources Partner. HNTB employees must comply with this policy and report any violations of illegal discrimination, as specified in the Integrity Reporting policy.

For Questions or Additional Information

For more information on this policy, please contact the HR Solutions Center, General Policy Inquiry - Employee Center, 888-400-4682.

Robert J. Slimp, CEO