Office Administrator

Geosyntec Consultants, Inc.; Yakima (WA); On-site; USD 42,000 - 64,000; Full time

Job summary

Geosyntec Consultants, Inc. in Yakima, WA seeks an Office Administrator to provide high-level administrative support to environmental practitioners and technical staff.

The role also coordinates local HR and Health & Safety functions with Corporate teams and performs Notary Public duties. Responsibilities include liaison with Corporate management, onboarding new local staff, coordinating meetings across departments, and managing office operations, including vendor relations, purchases, and

Qualifications

• Provide high-level administrative support to environmental practitioners and technical staff.
• Coordinate local HR and Health & Safety functions with Corporate HR and H&S staff.
• Notary Public duties for the office.

Responsibilities

• Serve as liaison between local office/Branch and Corporate management and staff; respond to general inquiries and direct specialized questions.
• Orientate new local employees ensuring knowledge of office practices and proper employment documents coordination with Corporate HR.
• Coordinate orientation meetings with Accounting, H&S, HR, IT; assist managers with office space needs and systems access.
• Recruit and hire qualified local support staff in line with recruiting procedures.
• Manage workflow and productivity of support staff; provide training; evaluate performance; discipline as needed.
• Oversee office vehicles and rental/leasing of supplemental vehicles as needed.
• Liaise with building leasing, maintenance, vendors, solicitors; maintain security files.
• Solicit estimates and bids for major office purchases/leases; review leases and negotiate with Corporate Legal.
• Coordinate office relocations with expenditures and layout approvals.
• Oversee purchase of office supplies; track purchases via PO procedures.
• Liaise with Corporate Accounting; balance office accounts; assist budgeting, billing, and file maintenance.
• Understand office systems and related software, equipment, and vendors.
• Plan and execute staff events; oversee travel arrangements for consulting staff; perform Notary Public duties.

Job description

Overview

Do you want to build an impactful career to change the world for the better?

Geosyntec has an exciting opportunity for an Office Administrato r in our Yakima, WA office. The position will provide high-level administrative support to environmental practitioners and technical staff in a busy engineering consulting environment. The role will support Branch Managers, practice area leaders, and technical staff with administrative functions, client deliverables, marketing materials, and other day-to-day needs. As the local HR point of contact (HR POC), the role will also help coordinate local HR and Health & Safety (H&S) functions and related inquiries with Corporate HR and H&S staff, and within company guidelines and policies. We are looking for someone who enjoys working in a fast-paced, deadline-oriented environment and who can manage multiple projects simultaneously.

Geosyntec is an innovative, international engineering and consulting firm serving private and public-sector clients to address new ventures and complex problems involving our environment, natural resources, and civil infrastructure. Our engineers, scientists, technical and project employees serve our clients from offices across the world. Ranked by ENR as one of the top environmental engineering design firms, Geosyntec is internationally known for its technical leadership, broad experience, and exceptional client service.

We invest in our people. Each employee is unique, and your career at Geosyntec will be too. We offer competitive pay and benefits, and well-being programs to support you and your family.

Essential Duties and Responsibilities

Office / Branch Duties:

• Serve as liaison between local office and/or Branch and Corporate management and staff; respond to general and common inquiries appropriately, directing specialized questions to the appropriate Corporate departments.
• Orientate new local employees ensuring knowledge of general office practices, and proper completion of paper and electronic employment documents, in coordination with Corporate HR.
• Coordinate orientation meetings with Accounting, H&S, HR, and Information Technology departments as needed; and assist managers with local office space needs and systems access set ups.
• As applicable, recruit, and hire qualified local support staff in line with company recruiting compliance procedures.
• As applicable, manage work flow, assignments, and productivity of support staff; provide job-specific formal and informal training; evaluate performance; and discipline support staff as needed, in accordance with appropriate Company policy and procedure, and in coordination with Corporate HR.
• Ensure proper procedures are followed with regard to operations and maintenance of company vehicles and rental/leasing of supplemental vehicles on an as needed basis.
• Serve as liaison with building leasing company, building maintenance, vendors, advertising solicitors, and other office visitors; maintain security files (i.e. building security cards, office keys, etc.).
• Solicit estimates and bids for major office purchases/leases of office equipment and furniture; assist in the review of office or equipment leases and negotiation of same, ensuring all contracts are reviewed and approved by Corporate Legal department.
• Coordinate office relocations with final approvals for expenditures and layout from local and Branch management, as needed.
• Oversee purchase of office supplies and service calls for office equipment repair; track purchases through purchase order procedures.
• Serve as liaison with Corporate Accounting; maintain and balance office checking and petty cash accounts; assist with budgeting process, time and billing, file maintenance, and collections.
• Understand overall workings of computer, telecommunications, photocopy, scanning, and fax systems, and associated software, equipment, and vendors.
• Plan and execute staff activities for holidays and other events, with management approval.
• Oversee travel arrangements for consulting staff.
• Perform Notary Public duties for the office.

Other Administrative Duties:

• Process proposal or business development letters, memoranda, and local reports of varying complexity, and confidentiality using Microsoft Office Software.
• Maintain employee information specific to projects, and Professional Licenses for consulting staff; update license dates in HR portal or direct employees to update directly.
• Facilitate consulting staff resume updates and distribute as needed.
• Maintain and train individuals on use of project files, insurance forms, leases, and contracts.
• Oversee project / proposal numbers and deliverable lists for administrative staffing needs and scheduling.
• Prepare applications to receive RFP's; assist in final review process, and quality assurance and consistency on proposals, contracts, and final reports.
• Research codes, regulations, etc. for specific projects as needed