Office Administrator II

Barge Design Solutions, Inc.; Knoxville (TN); On-site; USD 32,000 - 42,000; Full time

Job summary

Barge Design Solutions, Inc. is seeking a detail-oriented Office Administrator to join our Administration team. This role supports daily operations, coordinates fleet and facilities, and ensures smooth client communications and internal workflows.

The role requires a proactive professional who thrives in a dynamic environment and enjoys maintaining an organized, welcoming workplace across multiple departments and locations.

Qualifications

• High school diploma or GED required.
• 2-3 years of office administration or administrative support experience.
• Some college coursework preferred.

Responsibilities

• Provide professional office administrative support across the office.
• Coordinate fleet management activities and vehicle-related duties.
• Assist with travel arrangements, mail, shipments, and vendor communications.
• Support facilities maintenance and office equipment upkeep.

Skills

Office administration

Reception

Communication

Education

High School Diploma or GED

Some college coursework

Tools

Microsoft Office Suite

Office equipment

Database entry

Job description

What We're Looking For:

Barge Design Solutions, Inc. is seeking a detail-oriented Office Administrator to join our Administration team. This role is essential to maintaining smooth daily operations across our office, providing comprehensive administrative support and facilities coordination that enables our engineering teams to focus on delivering exceptional client service.

We're looking for a reliable, proactive professional who thrives in a dynamic environment and takes pride in creating an organized, welcoming workplace. This position offers the opportunity to wear many hats while supporting various departments and contributing to the overall efficiency and professional atmosphere of our offices.

Fleet & Vehicle Management:

• Maintain company vehicle fleet through regular washing, fueling, and routine maintenance coordination to ensure safe, reliable transportation for staff
• Conduct comprehensive pool car inspections and maintain detailed mileage tracking reports and spreadsheets for fleet management
• Coordinate vehicle maintenance schedules and communicate with service providers to minimize downtime and ensure optimal fleet performance

Administrative Support & Communications:

• Provide professional phone support and reception services in collaboration with administrative staff to ensure seamless client and vendor communications
• Process and distribute incoming mail and coordinate FedEx shipments to support timely project communications and deliverables
• Assist with travel arrangements including hotel and car reservations for staff business travel, ensuring cost-effective and efficient booking
• Maintain optimal office environment through daily facilities management including water service for refrigerators, coffee bar stocking, and plant care
• Operate and maintain office equipment including daily dishwasher operations and copy machine supply management
• Coordinate maintenance requests and work with facilities vendors to ensure prompt resolution of building and equipment issues
• Manage storage areas and organize supplies to maintain efficient, accessible inventory systems
• Take out the birth and death flowers - Aurora does that here for everyone
• Include ordering/cleanup of lunches for meetings and gatherings
• Assist with security cards for new employees/terms
• Assist with errands and deliveries
• Assist IT with new hire workstation setup
• Assist with document archiving

Education & Experience Qualifications:

Education: High school diploma or GED required; some college coursework preferred

Experience: 2-3 years of office administration or administrative support experience required

Technical Proficiencies:

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and general office equipment
• Experience with database entry and record-keeping systems
• Basic understanding of fleet management and maintenance tracking
• Familiarity with office supply and vendor management

Why join us?

Barge Design Solutions, Inc., is an engineering and architecture firm with diverse in-house multidisciplinary practice areas. The employee-owned company is more than 650+ people strong and serves clients nationwide from multiple U.S. locations. Barge is ranked on Engineering News-Record (ENR)’s Top 500 Design Firms and Architectural Record’s Top 300 Architecture Firms and is a certified Great Place To Work®.

Our primary purpose for being in business is ultimately to create a better life by unleashing the potential of our people, clients and communities. This purpose is supported by our company’s core values because at the end of the day, Barge CARES:

• Collaborate – Help and expect help. Teamwork is essential in what we do.
• Authentic – Honesty, integrity and trust are at the heart of everything we do. We are who we say we are.
• Responsible – We are accountable for our work, our attitude, and our actions. We make Barge better.
• Excellence – We go all in and expect more of ourselves than others expect of us.
• Service – We are humble. We use our gifts in service of others.

We believe that if we are living out our purpose for being in business and integrating our values into everything we do, we will ultimately achieve our vision to be the firm best known for being selected when it matters most.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status or on the basis of disability. Equal Opportunity Employer/Veterans/Disabled

Agency Submissions

No unsolicited agency submissions. Barge Design Solutions does not accept unsolicited resumes from recruiters or staffing agencies. Any unsolicited resume becomes the property of Barge Design Solutions, and no fee will be paid for resulting hires. Only agencies with a signed agreement are authorized to submit candidates.