Office Administrator I

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

Job summary

An established industry player is seeking an Office Administrator to enhance their vibrant West Fargo team. This role is vital for ensuring smooth daily operations while providing essential administrative support. You will coordinate with various departments, manage office logistics, and supervise a dedicated administrative team. Your contributions will help foster a collaborative environment that values respect, integrity, and accountability. If you thrive in a dynamic setting and are passionate about supporting a team, this opportunity is perfect for you!

Qualifications

• 5+ years of administrative support experience in a professional environment.
• Experience supervising a team and managing multiple tasks.
• Proficient in Microsoft 365 and Adobe Suites.

Responsibilities

• Oversees day-to-day operations of assigned office(s) for efficiency.
• Coordinates with IT, HR, and Accounting for various administrative tasks.
• Manages project documentation and office supplies.

Skills

Administrative Support

Team Supervision

Project Coordination

Microsoft 365

Adobe Suites

Time Management

Customer Service

Communication Skills

Education

Associates Degree in a Related Field

Tools

Financial/Accounting 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. This position also has the duties of managing an administrative team within assigned office. As a 100% employee-owned company, we all 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. It's this collective passion that drives excellence in everything we do.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Strategic Services Support

• Coordinates with IT regarding computer issues, system upgrades, setups

• Coordinates with HR regarding On/Offboarding, Interviews, Employee Events/Gifts

• Coordinates with Accounting regarding office invoices, credit card statements, budgeting

Operations

• Welcome clients, guests, and visitors to the organization with a friendly and professional demeanor

• Answering Multi-line phone system (screening/transferring all inbound and interoffice calls for all offices)

• Coordinates facility management needs (snow removal/office cleaning/security maintenance/
  general building maintenance)

• Coordinates with vendors to order office supplies/equipment

• Distributes/prepares incoming and outgoing mail/packages (mass mailings)

• Schedules meetings and webinars, arranges meal requests, prepares conf./training rooms, arranges lodging and travel needs for employees

• Leads the planning and execution of Conferences, Community, and Company events

• Runs office/project related errands, as needed

• Upholds brand standards (project folder structure/naming; processes)

Project Coordination

• Format/edit/proofread correspondence (letters/reports/forms/templates/etc.)

• Leads project manual setup (front ends/specifications/reports/etc.)

• Creates compiled documents for plans, specifications, reports, etc.

• Manages online bidding process (advertising/uploading/distribution/bid opening)

• Construction Contract Administration

• Prepares Contracts and ensures contract is fully executed between Owner and Contractor

• Prepares financial workbook docs for projects

• Ensures appropriate Construction documentation is managed (change orders/work orders/punchlists/etc.)

• Performs Project closeout

• Leads project production (printing/binding)

• Exercises independent judgement on basic or moderately complex issues regarding job.

Administrative Management

• Supervises, mentors, and trains Administrative Employees

• Tracks current projects, group workload, coordination with team to keep workflows on track

• Identifies opportunities for process and office management improvements; recommends solutions to SOA

• Serves as a resource to employees for inquiries regarding software/programs

• Other Duties as Assigned

QUALIFICATION REQUIREMENTS:

• Associates degree in a related field or equivalent combination of education and experience
• Five years administrative support experience in a professional environment
• Experience supervising a team
• Experience with multi-task responsibilities with limited direct oversight within established guidelines.
• Preferred experience with project coordination with multiple, large projects occurring simultaneously
• Experience with financial/accounting software preferred
• Experience with budget and performance tracking and analysis preferred
• Proficient in Microsoft 365 and Adobe Suites
• Excellent time management and organizational skills with a proven ability to meet deadlines
• Excellent interpersonal and customer service skills; ability to connect with many stakeholders and provide a warm and professional experience for those stakeholders
• Excellent verbal and written communication skills
• Ability to maintain confidentiality of company information
• Ability to perform a variety of technical service/support duties that require specialized knowledge.
• Ability to perform tasks with little instruction on day-to-day work; majority is self-directed.

The culture at Moore Engineering, Inc. is built on our shared core values Respect, Integrity, Accountability, Loyalty, and Kindness.

• Respect means that we honor our co-workers, appreciate cultural differences and value all viewpoints brought in good faith.
• Integrity means we remain consistent and honest, and uphold our obligation to the health, safety, and welfare of the people at the center of our work.
• Accountability means we take responsibility for our actions, to commitments we make, and to our role in creating company success.
• Loyalty means we are dependable and faithful. Our relationships are built on earned mutual trust.
• Kindness means we care for each other and strive to enhance the human condition for our co-workers, friends, families, and communities.

These values differentiate how we successfully do what we do. We hire, separate, review, reward, and recognize our teammates based on these characteristics, so it's important that you share these values to be part of our team.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.