Office Administrator - #2993

Wade Trim; Traverse City (MI); On-site; USD 40,000 - 50,000; Full time

Job summary

Wade Trim is seeking an Office Administrator to support the Bay City, Traverse City, and Gaylord offices. The role requires a high school diploma and 7–10 years of related experience, with occasional travel between offices to support operations and meetings.

The candidate should be self-motivated, organized, and possess strong writing and communication skills to manage documents, schedules, and office functions effectively.

Qualifications

• Leadership and communication skills are essential for coordinating multiple tasks.
• Professional demeanor when interacting with employees, clients, and vendors.
• Strong organizational abilities and writing, proofreading, and meeting coordination.

Responsibilities

• Manage documents and correspondence, ensuring proofreading and proper formatting.
• Maintain ProjectWise records for project communications and version control.
• Prepare and ship documents via USPS/UPS and track shipments.
• Oversee building functions including HVAC, office equipment, and supplies.
• Assist project manager with contract reviews and office event planning.
• Support office policies, budgets, and safety compliance.

Skills

Leadership

Communication

Organizational skills

Microsoft Office

Administrative support

Professional demeanor

Education

High school diploma

Tools

MS Office

Multi-line telephone system

Multi-functional printer

Postage machine

Personal computer

Job description

What We Offer:

Our excellent salary and benefits package includes medical, dental, vision, life insurance, short and long-term disability coverage, education reimbursement, 401(k), performance bonuses, and an employee stock program. Employee Resource Groups and Programs offered include the Young Professionals Group, Women at Wade Trim, The Inclusion Experience, Professional Development, Leadership Development, Rotation Program, Mentor Program, Sustainability Program, and Wellness Program.

Position Description:

We are looking for an Office Administrator to join our Administration team and support our Bay City, Traverse City, and Gaylord offices. This position will be based out of one of these locations and will require occasional travel to the other offices as needed to support office operations, administrative functions, meetings, events, and business needs. The candidate must have a high school diploma and seven to ten years of related office experience. The ideal candidate will be self‑motivated, work well with others, and possess excellent writing, organizational, and communication skills.

Typical Responsibilities:

• Manage requests submitted through the Administrative Support Desk ticketing system, ensuring timely proofreading, formatting, and finalization of documents such as transmittals, memorandums, correspondence, agreements, amendments, reports, meeting agendas, meeting minutes, and contract specifications.
• All administrative correspondence should be saved in ProjectWise to ensure a centralized, secure, and auditable record of project communications. Storing emails, letters, meeting minutes, and related documents in the system to help maintain version control, supports regulatory compliance, and ensures all team members have access to the most current and complete information.
• Prepare and distribute outgoing documents via regular United States Postal Service and United Parcel Service, ensuring accurate addressing, proper packaging, and selection of appropriate shipping methods. Track shipments, maintain mailing records, and coordinate delivery timelines to ensure timely and secure receipt of materials.
• Oversee all building functions including landscaping, maintenance, invoice payments, HVAC, office equipment management, and supply orders.
• Budget management for office location, including third‑party vendors.
• Serve as acting safety lead for office location by conducting monthly safety inspections, maintaining and updating Safety Data Sheets (SDS), and exercising sound judgment and discretion to address and resolve safety concerns as they arise.
• Serve as acting office receptionist, managing front‑desk operations including greeting and assisting visitors, answering and directing phone calls, coordinating client interactions, scheduling and supporting meetings, ordering catering, and preparing conference rooms to ensure meetings run smoothly.
• Maintain local and corporate office administration policies and procedures.
• Implement and maintain office administration projects.
• Identify compliance of policies and procedures by office personnel.
• Maintain and recommend budgets for indirect expenses/capital expenditures.
• Review and approve office supply purchase orders in accordance with standard purchasing procedures.
• Maintain all office furniture and equipment except for computer‑related equipment.
• Maintain office inventory list/database.
• Oversee record retention procedures with regards to file audits.
• Assist the project manager with contract reviews.
• Organize office/event functions (i.e., client entertainment, technical functions, engineering firm week, summer BBQ, holiday party, etc.).
• Assist Corporate groups as needed.
• Research special projects as assigned.
• Travel to other office locations as needed to support administrative operations and business needs.
• Maintain a safe working environment.

Education:

• High school diploma

Skills / Experience:

• This position requires strong leadership and communication skills and excellent organizational skills to accommodate multiple tasks simultaneously.
• This position requires a professional demeanor when dealing with all individuals at all levels. Must be easily understood by other employees, clients, and vendors.
• Working knowledge of Microsoft Office software (Word, Excel, Outlook, etc.), as well as the following:
• Personal computer
• Multi‑line telephone system
• Multi‑functional printer
• Postage machine

Wade Trim is committed to maximizing the value of infrastructure investments. We’ve been solving complex engineering challenges for a century. We customize our work approach to fit each project using a collaborative, friendly style to deliver solutions our clients can stand behind.

Our supportive culture recognizes and strives to fulfill collective client, company, and individual needs. Mentoring and building skills of Wade Trim staff is a priority. Frequent interaction among staff is encouraged, company leadership is easily accessible, and opportunities are provided for staff to help shape the firm’s future through strategic planning.

To solve our clients’ toughest challenges, we’ve devoted ourselves to delivering innovative solutions. Our Office of Applied Technology (OAT) is dedicated to seeking new technologies or ways to apply existing technologies to enhance value to our clients and positively impact communities. All staff are encouraged to share ideas and suggestions for innovative technologies or processes to adopt. This open‑minded approach enables us to advance technology, foster innovation, and stay ahead of our clients’ needs.

Wade Trim’s success is shared by the employees that make it happen. Since our beginning, our firm has been 100% employee owned. This cultivates an ownership mindset that benefits our work approach, collaborative culture, and ability to deliver client solutions. We believe employee ownership drives the sustainability and growth of our firm and provides all our employees with opportunities for financial success.

If you are looking for a challenging and rewarding career in a friendly environment, please submit your resume by visiting the Careers section of our website at http://www.wadetrim.com/careers.

Wade Trim is an affirmative action/Equal Opportunity Employer.