Senior Local Office Administrator/Local Safety Coordinator

Terracon; Georgia (VT); On-site; USD 45,000 - 65,000; Full time

Job summary

Terracon is seeking a dedicated Office Administrator to manage daily office functions and fleet management activities. This pivotal role supports smooth office operations, fosters employee engagement, and ensures compliance with safety regulations. Ideal candidates will have extensive experience in office administration, fleet management, and a commitment to promoting a safe and efficient workplace.

Benefits

Medical insurance

Dental insurance

Vision insurance

401(k) plan

Paid time off

Education reimbursement

Various bonus programs

Qualifications

• Minimum 5 years' relevant large local office administration and fleet management support experience.
• Valid driver’s license with acceptable violation history.

Responsibilities

• Oversee daily office operations and perform various office administration tasks.
• Coordinate local office events and promote employee engagement.
• Support project managers and maintain compliance with employment laws.

Skills

Office administration

Fleet management

Safety compliance

Education

High school diploma or equivalent

Job description

Job Description
General Responsibilities:
Oversee daily general office operations including but not limited to, coordinating all aspects of the daily office environment by performing tasks such as office maintenance, ordering office supplies, and other related tasks. May also support fleet management administration activities, support the coordination of projects, and provide marketing support, as needed. Liaison between the office management team and the office and field personnel, as well as Terracon’s corporate safety department. Advocate for safety awareness and serve as local promoter of safety workplace initiatives.

Essential Roles and Responsibilities:

• Oversee the efficient and effective operations of the office by organizing and performing various office administration tasks such as but not limited to, ordering office supplies, coordinating and scheduling office equipment maintenance, greeting visitors, vendors, performing office tours, coordinating workstation set up and team introductions, and onboarding office new hires.
• Foster employee engagement by coordinating local office events, trainings, welcoming & onboarding new employees, consistently sharing updates on activities such as wellness initiatives, local recognition programs, and reminders for annual activities such as benefits enrollment and annual engagement surveys. Suggest and facilitate local office events and activities supporting increased engagement.
• Resolve general office related questions including matters such as timesheets. Create and/or update documents and processes to answer frequently asked questions.
• Act as the liaison with IT on computer replacements, asset inventory, and recycling old computers.
• Support office local, state, and federal employment law compliance through activities such as maintaining correct employment law posters.
• Support project managers on the coordination and support of projects including tracking & routing documentation, project status, and drafting reports.
• Provide administrative support to development and maintain marketing materials including formatting presentations & proposals.
• Facilitate the annual budget request process for regional fleet ordering. Suggest improvements where appropriate.
• Engage in various fleet management administrative tasks such as, reviewing and approving monthly vehicle rentals, requesting insurance cards, processing purchase orders (PO’s) and invoices, Department of Transportation (DOT) compliance with regulations, tracking, maintaining, and help auditing vehicle movement (rentals, transfers, leases) and monthly vehicle inspection documents for exceptions.
• Serve as the point of contact for fleet management vehicle registration, education on new vehicle processes, maintenance scheduling, vehicle accessory upgrades (strobe lights, backup alarms, toolboxes, etc.).
• Review key local office fleet management cost factors including asset utilization, fuel card issuance, and preventative maintenance compliance to suggest improvements where appropriate.
• Promote local office efficiency and effectiveness related to the vehicle/equipment telematics program administration through activities such as basic device equipment research and engagement during routine trainings.
• Follow safety rules, guidelines and standards for all projects. Participate in pre-task planning. Report any safety issues or concerns to management.
• Attend and participate in monthly corporate Local Safety Coordinator (LSC) meetings and/or division IIF meetings (via WebEx).
• Attend and participate in office IIF Leadership Team meetings.
• Organize monthly office safety activities (meetings, etc.).
• Follow-up with the Office Leadership Safety Team on action items identified in IIF leadership/LSC
  meetings.
• Delegate quarterly ladder inspections and inventories.
• Conduct and document monthly facility safety audits using the Safety One Stop (SOS) OGP mobile
  application.
• Maintain appropriate records in QMS (fall protection, etc.).
• Purchase safety supplies and personal protective equipment.
  • Ensure first aid kits are stocked, and fire extinguishers, AEDs, and eye wash stations are
    properly maintained.
• Review office specific safety procedures during new employee onboarding.
• Identify and establish PPE zones and update the office map as needed.
• Promote safety and health awareness through internal company memos, newsletters, and specific
  training programs. Distribute safety information received from Corporate Safety to department
  personnel, including timely or seasonal safety topics, articles, notifications of new programs or policies,
  training announcements, posters, etc.
• Facilitate safety awareness and cooperation in the work environment through education and example.
• Update and maintain the Office Emergency Action Plan.
  • Coordinate and schedule appropriate annual emergency drills.
• Coordinate First Aid/CPR training.
• Assist in IIF Driving Skillset workshops.
• Conduct Safety Check-Ins (lab and field).
• Be responsible for maintaining quality standards on all projects.
• Perform other duties as assigned.

Requirements:

• High school diploma or equivalent.
• Minimum 5 years’ relevant large local office administration and fleet management support experience.
• Valid driver’s license with acceptable violation history.

About Terracon
Terracon is a 100 percent employee-owned multidiscipline consulting firm comprised of more than 7,000 curious minds focused on solving engineering and technical challenges from more than 180 locations nationwide. Since 1965, Terracon has evolved into a successful multi-discipline firm specializing in environmental, facilities, geotechnical, and materials services. Terracon’s growth is due to our talented employee-owners exceeding expectations in client service and growing their careers with new and exciting opportunities in the marketplace.

Terracon’s vision of “Together, we are best at people” is demonstrated through our excellent compensation and benefits package. Based on eligibility, role and job status, we offer many programs including medical, dental, vision, life insurance, 401(k) plan, paid time off and holidays, education reimbursement, and various bonus programs.
EEO Statement
Terracon is an EEO employer. We encourage qualified minority, female, veteran and disabled candidates to apply and be considered for open positions. We do not discriminate against any applicant for employment, or any employee because of race, color, religion, national origin, age, sex, sexual orientation, gender identity, gender, disability, age, or military status.