Office Administrator

HNTB Corporation; Salt Lake City (UT); On-site; USD 38,000 - 46,000; Full time

Job summary

HNTB Corporation in Salt Lake City, UT is seeking an Administrative Associate to support office staff and manage routine duties under general supervision.

Responsibilities include calendar coordination, travel arrangements, correspondence, mail handling, and contributing to expense coding and vendor invoicing processes. Proficiency in Outlook, Word, Excel and other HNTB software is preferred.

Qualifications

• High School Diploma or GED or equivalent.
• 4 years related administrative experience.
• Strong organizational and confidentiality skills.

Responsibilities

• 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.

Skills

Calendar management

Meeting coordination

Travel arrangements

Communication skills

Education

High School Diploma or GED

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

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 proofread written documents (routine letters, business correspondence and reports of varying complexity).
• Familiarity with Microsoft Office software suite.

Locations: Salt Lake City, UT

Job Type: Regular

Full/Part Time: Full time

Job Category: Administration Group

ReqID: R-30559

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.