Office Operations Administrator

Gannett Fleming; Tampa (FL); On-site; USD 58,000 - 62,000; Full time

Benefits offered by this job

Hybrid work environment

Wellness programs

Parental leave

Pet insurance

Job summary

GFT in Tampa, FL is seeking an Office Operations Administrator to join our Strategic Services team. This onsite role supports local and remote sites, handles office functions, and assists leadership with policies and procedures.

The position requires 5+ years of administrative experience, strong MS Office skills, and a customer-focused mindset. Travel to other local offices is approximately 1% as needed, with a valid driver’s license expected.

Qualifications

• 5+ years of experience in administrative support, office operations, or a related role.
• Proficient in Microsoft Office Suite/O365 applications.
• Effective customer service skills and strong written and verbal communication.

Responsibilities

• Answer and direct office main line phone calls.
• Sort and distribute incoming mail and process outgoing mail.
• Assist with travel and meeting arrangements.
• Order lunches and assist with staff & client meetings.
• Receive vendor, guest, client visitations and manage security access.
• Coordinate and manage events and oversee engagement & budget compliance.
• Maintain office resources and documentation.
• Assist with office real estate closures, relocations & renovations.
• Prepare & submit office expense reports.
• Review and process vendor invoices.
• Attend and document Office Leader meetings.
• Serve as primary contact with building management on security access and work orders.

Skills

Admin experience

Customer service

MS Office 365

Communication skills

Multitasking

Organization

Education

High School Diploma

Bachelor’s degree (preferred)

Tools

Microsoft Office

Job description

What You Will Do:

GFT is seeking an Office Operations Administrator to join our Strategic Services team in Tampa, FL! This role follows an onsite work model, requiring regular attendance in our Tampa office. This position includes support for additional office locations and may require occasional local travel.

The GFT Strategic Services team, which includes Human Resources, Legal, Accounting & Finance, Office Operations, IT Services and Marketing & Communications, are essential for managing and supporting the company's global operations. Strategic Services is part of a broader strategy to transform the business and improve efficiency. The support of this amazing team of professionals is the backbone of our ability to deliver infrastructure consulting and design services.

What you will be challenged to do:

This is an excellent career opportunity for an experienced, motivated Office Operations Administrator who thrives in a collaborative team environment. The role highlights a customer-focused mindset and a passion for delivering exceptional quality and results on every project. As an Office Operations Administrator, you will independently carry out & manage the administrative office functions, providing administrative support to local Office Leadership as assigned and other staff within the Tampa, FL office, and remote sites. In addition, you will provide assistance to the Office Operations leadership on practice initiatives, key corporate policies, and procedures.

In this capacity, the successful candidate will be responsible for the following:

• Answer and direct office main line phone calls.
• Sort and distribute incoming mail and process outgoing mail.
• Assist with travel and meeting arrangements.
• Order lunches and assist with staff & client meetings.
• Receive vendor, guest, client visitations (i.e., security access, parking, amenities, seating, safety).
• Coordinate and manage activities / events and oversee the engagement & budget compliance of the Employee Engagement & Citizenship Program (EECP).
• Keep all pertinent office documentation updated (i.e., Manuals, SharePoint, Office Layout/Seating, etc.).
• Maintain office resources (i.e., workspace, furniture, supplies, office technology equipment, signage, etc.).
• Oversee the Safety Coordinator duties.
• Assist with office real estate closures, relocations & renovations.
• Perform new hire orientation and terminations for designated office(s).
• Prepare & submit office expense reports.
• Review and process vendor invoices.
• Prepare office agenda topics, attend, and document Office Leader hosted meetings.
• Serve as primary contact with building property management on security access, parking, and work order requests (i.e., HVAC, maintenance, etc.).
• Perform other job-related duties as assigned.

Education | Experience:

What you will bring to our firm:

• High School Diploma or equivalent.
• 5+ years of experience in administrative support, office operations, or a related role.
• Administrative experience with event planning.
• Proficient in Microsoft Office Suite/O365 applications.
• Effective customer service skills.
• Strong written and verbal communication skills.
• Ability to multitask and prioritize.
• Strong organizational skills and attention to detail.
• Ability to problem-solve and analyze data.
• Resourceful and proactive.
• High level of professionalism and discretion in business matters to handle confidential information.
• Ability to identify, analyze, communicate, and implement process improvements.
• Able to travel on an as needed basis to other local office locations (approximately 1% of the time).
• Must have a valid Driver's License.

What we prefer you bring:

• Bachelor's Degree.
• Previous administrative experience within an AEC (Architecture, Engineering, and Construction) firm.

Compensation:

The salary range for this role is $58,000 - $62,000. Salary is dependent upon experience and geographic location.

Featured Benefits:

• Hybrid (in-person and remote) work environment.
• Comprehensive benefits package including wellness programs, parental leave, and pet insurance, in addition to medical, dental, vision, disability, and life insurance.
• Tax-deferred 401(k) savings plan.
• Competitive paid-time-off (PTO) accrual.
• Tuition reimbursement for continued education.
• Commitment to professional development, access to internal and external training programs, and support of active participation in professional organizations
• Incentive compensation for eligible positions.

Company Overview:

At GFT, a privately held AEC firm, we innovate where transportation, water, power, and buildings converge. We call this the Infrastructure of Life. We measure our success by the strength of our relationships - that's why we're the employer of choice for 5,000+ of the industry's brightest engineers, planners, architects, inspectors, designers, and more.

Our clients choose us for our expertise and prefer us for our nimble approach, creativity, and personal touch. Backed by over a century's experience, together we're building a lasting legacy for future generations: stronger communities, a healthier planet, and better lives.

GFT: Ingenuity That Shapes Lives is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veterans' status or other characteristics protected by law.

GFT does require the successful completion of a criminal background check for all advertised positions.

Location: Tampa, FL
Core Business Hours: 8:00 AM - 5:00 PM
Employment Status: Full-Time

Applicants in the County of Los Angeles- Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Applicants in the City of San Francisco- Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Applicants in the State of California-Qualified applications with arrest or conviction records will be considered for employment in accordance with the California Fair Chance Act.

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