Office Administrator I

Moore Engineering Inc in; West Fargo (ND); On-site; USD 40,000 - 70,000; Full time

Job summary

Join an employee-owned company that values respect, integrity, and accountability. As an Office Administrator, you will oversee daily operations, manage an administrative team, and ensure smooth office functions. Your role will involve coordinating with various departments, supervising staff, and enhancing operational efficiency. This position offers a unique opportunity to contribute to a culture that prioritizes kindness and community service, making a real impact in the workplace and beyond. If you have a passion for organization and leadership, this role is perfect for you.

Qualifications

• 5+ years of administrative support experience is required.
• Experience supervising a team is essential.
• Proficiency in Microsoft 365 and Adobe Suites is preferred.

Responsibilities

• Coordinate with IT, HR, and Accounting for various administrative tasks.
• Supervise and mentor administrative staff.
• Manage construction documentation and contracts.

Skills

Administrative Support

Project Coordination

Microsoft 365

Adobe Suites

Time Management

Interpersonal Skills

Customer Service

Education

Associate's Degree

Tools

Financial Software

Job description

We are looking for an Office Administrator to join our West Fargo administrative team.

This position oversees the day-to-day operations of assigned office(s) to ensure smooth and efficient operations and provides administrative support to all groups as needed. It also involves managing an administrative team within the assigned office.

As a 100% employee-owned company, we share responsibility for making Moore Engineering a rewarding workplace while providing critical engineering services to communities around the region. At Moore Engineering, we care about each other, our clients, and the communities we serve. This collective passion drives excellence in everything we do.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

1. Strategic Services Support
2. Coordinate with IT regarding computer issues, system upgrades, and setups
3. Coordinate with HR regarding onboarding/offboarding, interviews, employee events, and gifts
4. Coordinate with Accounting regarding office invoices, credit card statements, and budgeting
5. Operations
6. Welcome clients, guests, and visitors with a friendly and professional demeanor
7. Answer multi-line phone system (screening/transferring all inbound and interoffice calls)
8. Coordinate facility management needs (snow removal, office cleaning, security, general maintenance)
9. Order office supplies and equipment from vendors
10. Distribute and prepare incoming and outgoing mail/packages
11. Schedule meetings and webinars, arrange meals, prepare conference/training rooms, and handle lodging and travel arrangements for employees
12. Lead planning and execution of conferences, community, and company events
13. Run office/project-related errands as needed
14. Uphold brand standards (folder structure, naming conventions, processes)
15. Project Coordination
16. Format, edit, and proofread correspondence and documents
17. Lead project manual setup and create compiled documents
18. Manage online bidding processes
19. Construction Contract Administration
20. Prepare and ensure execution of contracts between owner and contractor
21. Prepare financial documents for projects
22. Manage construction documentation (change orders, work orders, punchlists)
23. Perform project closeout and lead project production tasks
24. Exercise independent judgment on job-related issues
25. Administrative Management
26. Supervise, mentor, and train administrative staff
27. Track projects and workload, coordinate workflows
28. Identify and recommend process improvements
29. Serve as a resource for software and program inquiries
30. Qualifications:
31. Associate's degree or equivalent experience
32. At least five years of administrative support experience
33. Experience supervising a team
34. Ability to handle multiple tasks with limited oversight
35. Experience with project coordination and financial software preferred
36. Proficiency in Microsoft 365 and Adobe Suites
37. Strong time management and organizational skills
38. Excellent interpersonal, customer service, verbal, and written communication skills
39. Ability to maintain confidentiality and perform technical duties with minimal instruction

Our culture is built on core values: Respect, Integrity, Accountability, Loyalty, and Kindness. We hire and recognize our team based on these values, which are essential to our success.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. Applicants will be notified of their rights under federal employment laws. For more information, review the Department of Labor's 'Know Your Rights' notice.