Regional Office Coordinator

The Walsh Group; Little Falls (NJ); On-site; USD 48,000 - 69,000; Full time

Job summary

The Walsh Group is seeking a Regional Office Coordinator for its Little Falls, NJ office. The role provides comprehensive administrative support for the region, including coordinating calendars, travel arrangements, payroll processing, HR tasks, and office operations.

The position acts as a liaison to executives and staff across functions. In a fast-paced environment, you will prepare presentations, maintain communications, and handle reporting tasks while ensuring smooth office operations and

Qualifications

• High School degree required.
• Associates degree or admin training is a plus.
• At least 2 years of relevant experience supporting a large office.
• Ability to work in a fast paced environment often with interruptions.
• Ability to thrive in a dynamic and energetic environment.
• Ability to work with and speak to all levels of employees from entry-level to C-Suite Executives.
• Solid communication skills, both verbal and written.
• Ability to take direction and prioritize responsibilities from executive leaders.
• Proficient with MS Office Programs, Concur or other travel scheduling software.
• Able to work in an office environment.
• Pay Range: $35 - $50/hour.

Responsibilities

• Coordinates the Executive and staff calendar and schedules, including travel arrangements and expense reporting.
• Performs daily office duties including ordering supplies and mail operations; may order furniture/equipment.
• Coordinates meetings with SBGL, BGL, PGM, ROM and/or Area Manager and assists in presentations.
• Assists in preparation of written correspondence and creates staff directories or sign-in sheets.
• May perform HR duties such as onboarding, PTO records, eForm processing, or drug testing.
• May handle payroll processing, Davis Bacon wage determinations, and subcontractor insurance updates.
• Supports Marketing, Pursuits and Community Outreach activities, including pre-bid conferences and bid calendars.
• Manages documents and contracts in repositories like SharePoint or databases.

Skills

MS Office Proficiency

Communication skills

Office administration

Scheduling

Education

High School diploma

Associates degree or admin training

Tools

Concur

Job description

OVERVIEW

We are currently seeking a Regional Office Coordinator for our office in Little Falls, NJ.

The Regional Office Coordinator will be responsible for administrative support for a region, program or area including such functions as HR/EEO Activities, Pursuits/Bid Completion, Payroll, Reception, Facilities, etc., and act as general Executive Administrative Assistant for the region, program or area.

As a fourth-generation, family-owned business, Walsh recruits individuals who are seeking a small company feel with a large company backing. Walsh is a successful fast-growing company at the forefront of technology and is committed to being the employer of choice to our employees and the builder of choice to our customers.

There are many compelling reasons why exceptional people should consider a career with our company:

• Challenging, complex work

• Creative and innovative problem-solving environment

• Supportive, communicative managers who reward hard work

• Opportunities for growth, training, and development

• Flexibility in career path & progression

• Opportunities to work and live all over the United States

RESPONSIBILITIES

• Coordinates calendar and schedule of the Executive and staff ensuring no scheduling conflicts. Coordinates and schedules all travel arrangements, including booking flights, hotels, meeting rooms and transportation needs. Prepares and submits expense reports on behalf of the traveler, including tracking of expenses, submission of receipts and responding to any compliance inquiries.

• Performs daily duties of the office including ordering supplies and coordination of mail operations and expenses. May order office furniture, fixtures and equipment upon request of the office.

• Coordinates various meetings with SBGL, BGL, PGM, ROM and/or Area Manager and assists in the preparation of presentations.

• Assists office staff in the preparation of written correspondence for internal and external communication purposes. Creates office communication materials, such as staff directories, sign-in sheets, etc. May be responsible for the collection or distribution of weekly or monthly reports

• May perform general HR duties for the office or act as a liaison for HR-related activities. These duties may include onboarding, PTO record-keeping, eForm processing, drug testing, etc. May act as Regional Ethics and Compliance Officer.

• May be responsible for various other administrative activities such as weekly payroll processing, determining Davis Bacon Wages, updating certificates of insurance for subcontractors, processing change orders, tracking vehicle and equipment inventory, etc.

• Performs general duties around Marketing, Pursuits and Community Outreach. These duties may include proofing RFPs/RFI/RFQs, updating bid calendar, assisting in the coordination of pre-bid conferences, performing internet research on possible clients and facilitating community outreach activities for the office.

• Coordinates files, documents and contracts. Includes processing, maintenance and storage in repositories such as databases, SharePoint, or off-site storage.

QUALIFICATIONS

• High School degree required. Associates degree or some administrative training is a plus.

• At least 2 years of relevant experience supporting a large office is needed.

• Ability to work in a fast paced environment often with interruptions

• Ability to thrive in a dynamic and energetic environment

• Ability to work with and speak to all level of employees from entry-level to C-Suite Executives

• Solid communication skills, both verbal and written

• Ability to take direction and prioritize responsibilities from executive leaders

• Proficient with MS Office Programs, Concur or other travel scheduling software

• Able to work in an office environment

• Pay Range: $35 - $50/hour

Division: Transportation

Job Category: Administration

Job Type: Full_time

Please note that job titles may span more than one career level. The actual base pay is dependent upon many factors, including but not limited to: training, transferable skills, work experience, business needs and market demands. The base pay range is subject to change and may be modified in the future. This role may also be eligible for a bonus and other benefits.

The Walsh Group, Ltd. Is committed to providing equal opportunity to qualified applicants with disabilities to compete for jobs. To request a reasonable accommodation in completing this application, please contact the Human Resources Department at 312-563-5905 or [e-mail].

An Equal Opportunity Employer, Disability/Veteran