Office Administrator

HRP Associates Inc; Washington; On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical, Dental and Vision Coverage

Life/Disability Insurance

401(k) Retirement Plan

Paid Holidays and Vacations

Continuing Education Reimbursement

Job summary

HRP Associates, Inc. in Farmington, CT is seeking a full-time Office Administrator with 10+ years of experience to support the Director of Marketing & Administration. This in-office role handles front desk duties and a wide range of clerical tasks.

You will greet visitors, manage calls, coordinate meetings, prepare PowerPoint presentations, format deliverables, and assist with regional office needs. A strong eye for detail, organization, and confidentiality is essential.

Qualifications

• High School Diploma or higher; AS/BA/BS a plus.
• Proficiency with office technology and document management tools.
• Strong time management and ability to prioritize multiple tasks.
• Self-motivated, proactive, and eager to learn.
• Excellent attention to detail and problem-solving abilities.
• Highly organized with ability to manage competing priorities.
• Strong written and verbal communication skills.
• Discretion and confidentiality of sensitive information.
• Proficient in Word, Outlook, Excel and PDF tools.

Responsibilities

• Front desk duties: greet visitors, answer calls, log mail, package drop-offs.
• Coordinate internal meetings: conference room scheduling, catering, setup.
• Prepare and assist with PowerPoint presentations for internal use.
• Format and produce client deliverables; manage document reproduction and distribution.
• Maintain filing systems and archive databases; manage templates and stationery.
• Assist Marketing and regional offices as needed.
• Data entry for job openings, project logs and related items.

Skills

Time management

Organization

Written and verbal communication

Data entry

Confidentiality

Microsoft Office

Adobe Acrobat/PDF

Attention to detail

Multitasking

Professionalism

Team collaboration

Education

High School Diploma

AS/BA/BS in related field (plus)

Tools

Microsoft Office

Adobe Acrobat

Deltek Vantagepoint

Job description

Job Description

HRP Associates, Inc. is seeking a full-time Office Administrator with 10+ years of experience for our Farmington CT office. Reporting to the Director of Marketing & Administration, this front desk role supports a wide range of administrative and clerical functions. This is an in-office role based in our Farmington location and does not include a remote or work-from-home option. The ideal candidate is positive, energetic, creative, flexible, and willing to go the extra mile.

RESPONSIBILITIES:

Responsibilities include, but are not limited to:

• General front desk duties, including:
  • Greet and direct clients and visitors
  • Answer and transfer incoming calls
  • Receive and log incoming mail, coordinate outgoing mail, and drop off packages with UPS, FedEx, or USPS as needed
  • Order office supplies
• General office duties:
  • Keep the front desk and kitchen clean and organized
  • Coordinate internal office meetings, including conference room scheduling, catering, and room setup for supervisors and staff
  • Prepare and assist with PowerPoint presentations for internal office use
• Document formatting and production duties:
  • Prepare, format, and produce HRP work products, including client-ready deliverables; coordinate document reproduction (scanning/printing) and distribution of letters, reports, invoice summaries, copy vouchers, and related materials.
  • Communicate with supervisors and technical staff regarding deadlines and any challenges meeting deadlines
  • Maintain formatting consistency and writing standards for project deliverables
  • Review assigned work for accuracy, with attention to detail and quality control
  • Manage filing and storage of project deliverables in electronic folders and the archive database
  • Assist with developing and updating stationery and templates for project deliverables
  • Prepare deliverables for shipment through FedEx, UPS, or USPS
  • Format, print, and compile training materials for training sessions and workshops
  • Perform data entry for job openings, project-related logs, tables, labels, and similar items
• Assist the Marketing Department as needed
• Provide administrative support to regional offices as needed

REQUIREMENTS:

• High School Diploma at a minimum, with an AS/BA/BS Degree in related office administration or business a plus
• Proficiency with office technology, including computers, multi-function printers, scanners, and document management tools
• Strong time management skills with the ability to prioritize and manage multiple tasks effectively
• Self-motivated, proactive, and eager to learn
• Excellent attention to detail with strong problem-solving abilities
• Highly organized with the ability to manage competing priorities
• Strong written and verbal communication skills
• Demonstrates discretion and maintains strict confidentiality of sensitive information
• Proficient in Microsoft Office (Word, Outlook, Excel) and Adobe Acrobat/PDF tools
• Accurate and efficient data entry and keyboarding skills
• Demonstrates professionalism and customer-focused demeanor
• Demonstrates reliability, with a strong commitment to accountability, consistency, and follow-through

PREFERRED:

• Experience working in the Architecture, Engineering and Construction (AEC) industry
• Experience with Adobe Creative Suite software applications
• Knowledge of Deltek Vantagepoint

Benefits & Company Culture:

The vision of HRP Associates, Inc. is reliant on the expertise of our dedicated professionals who provide excellent consultation to our loyal clientele. We lead the industry in our commitment to employee growth and satisfaction in a positive, gratifying, and challenging workplace environment. We offer professional development opportunities, competitive salaries, and an excellent benefits package to qualified employees.

We are always searching for top talent to join our growing team throughout HRP's various locations. We constantly promote a fun and dynamic company culture, as well as a great work-life balance. Ideal candidates will enjoy working in team settings, participating in company-wide events and outings, possess a positive attitude, and can relate to our internal cultural motto of, "Work hard, play hard!"

Other major benefits include:

• Medical, Dental and Vision Coverage
• Life/Disability Insurance
• Company-sponsored Profit-Sharing Pension Plan
• 401(k) Retirement Plan
• Paid Holidays and Vacations
• Continuing Education Reimbursement

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