Senior Office Administrator

Fashion Institute of Design & Merchandising; Los Angeles (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

A leading company in the administrative field seeks a Senior Office Administrator to oversee multiple offices in Los Angeles, Long Beach, and Ventura. The ideal candidate will bring over 7 years of experience and a strong commitment to detail and quality in managing administrative functions. Key responsibilities include office leadership, staff supervision, and maintaining vendor relationships while fostering an inclusive work environment.

Qualifications

• Minimum of 7 years related experience as Administrative Assistant, Accountant, Senior Administrator, or Office Manager.
• Previous experience in Engineering, Architecture, or Construction industry is a plus.
• Supervising administrative staff experience.

Responsibilities

• Provide administrative office leadership for multiple offices.
• Supervise and train Administrative Assistants and Receptionist.
• Review, approve, and process accounts payable or credit card invoices.

Skills

Communication

Interpersonal skills

Problem-solving

Time management

Organization

Attention to detail

Education

High school diploma or equivalent

Associate's degree or equivalent work experience

Tools

Microsoft Office Suite

SharePoint

Job description

At HDR, our employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day. As we foster a culture of inclusion throughout our company and within our communities, we constantly ask ourselves: What is our impact on the world?

Watch Our Story:' https://www.hdrinc.com/our-story'

Each and every role throughout our organization makes a difference in our ability to change the world for the better. Read further to learn how you could help make great things possible not only in your community, but around the world.

In the role of Senior Office Administrator, we'll count on you to:

Primary Responsibilities:

• Provide Administrative office leadership for the Los Angeles, Long Beach, and Ventura offices.
• Answer questions from the Admin. staff and guide them on deadlines, situations, tasks, and purchases.
• Supervise and train Administrative Assistants and Receptionist.
• Exercise good judgment and independently resolve problems and issues relating to administrative functions.
• Fulfill duties of Admin. Assistant or Receptionist, when necessary, on any of their assigned tasks.
• Complete and conduct performance evaluations and other reports annually for the Administrative staff.
• Review and order office supplies on the preferred discount list from various vendors.
• Maintain a list of vendors used with account numbers and contact information.
• Supervise meeting arrangements, including refreshments/food, audio/video and conference room setup.
• Review, approve and process accounts payable or credit card invoices for supplies and food orders.
• Call vendors for maintenance quotes and schedule repairs.
• Main contact with building property management, security, and janitorial. Submit maintenance work orders for items when needed.
• Assist with the coordination of internal staff events. Approve costs and keep within budget.
• Attend Office Matrix meetings monthly for Los Angeles, Long Beach, and the SoCal Area.
• Schedule meetings with office leaders monthly to discuss office items and upcoming meetings.
• Assist Management with calendar invitations when requested and meeting setup.
• Review and assist with slides for bi-monthly staff meeting presentations.
• Review, approve, and monitor emails sent out to staff.
• Provide parking garage forms to staff and email to the vendor.
• Keep a log of all employees utilizing the parking garages for the Los Angeles and Long Beach offices.
• Review and make edits on Emergency Action Plans, Office Safety Plans, and Business Continuity Plans.
• Possibly work in another office to attend a meeting, for training, or to cover the administrative staff.
• Meet with terminating employees, collect keys, access badges, computer, parking badge, and cell phone.
• Attend monthly Safety Committee Meetings. Make sure the Los Angeles, Long Beach, and Ventura offices follow through with action items assigned monthly.
• Run errands using personal vehicle when needed.

· Assist our Transportation project office with:

• Work confirmations
• Sub-agreement/TO assistance
• Insurance tracking
• Assistance with processing letters to the client.
• Timesheet coordination and processing in the client’s system.
• Coordination of onboarding staff.
• Assistance with the invoice to the client.
• Assistance with Quality Control.
• May perform other administrative tasks/projects as assigned by the supervisor.

Preferred Qualifications

• A minimum of 7 years related experience as Administrative Assistant, Accountant, Senior Administrator or Office Manager.
• Previous professional experience in the Engineering, Architecture, or Construction industry as an office administrator/manager a plus.
• Associate's degree or equivalent work experience.
• Previously supervised administrative staff.
• High attention to detail, quality, and deadlines.
• Proficient with Microsoft Office Suite, including Outlook, Word, Excel, Adobe, and PowerPoint.
• Able to lift up to 25 lbs.
• Flexible, dependable, multi-tasks and able to prioritize tasks.
• Excellent communication and interpersonal skills.

Required Qualifications

• High school diploma or equivalent
• A minimum of 7 years related experience
• Excellent written and verbal communication skills
• Solid interpersonal skills
• Strong time management skills and ability to prioritize
• Exceptional attention to detail and organization
• Strong problem-solving skills and analytical abilities
• Ability to adapt to changing situations in a professional manner
• High proficiency in Microsoft Word, Outlook, PowerPoint, Excel, Adobe, SharePoint
• An attitude and commitment to being an active participant of our employee-owned culture is a must

What We Believe
HDR is our company. Together, we build on each other's life experiences and perspectives to make great things possible every day. This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve.

Our Commitment
As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected and empowered to bring our authentic selves to work every day.

Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute. Each group has an executive sponsor and is open to all employees.

What We Believe
HDR is our company. Together, we build on each other's life experiences and perspectives to make great things possible every day. This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve.

Our Commitment
As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected and empowered to bring our authentic selves to work every day.

Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute. Each group has an executive sponsor and is open to all employees.

Primary Location

Industry

: Administrative

Schedule

Schedule

: Full-time

Employee Status

Employee Status

: Regular

BusinessClass : Marketing and Admin

Job Posting

At HDR, we are committed to the principles of employment equity.

We are an Affirmative Action and Equal Opportunity Employe r.

We consider all qualified applicants, regardless of criminal histories, arrest and conviction records.

Ready to learn more? Let's work together to make great thingspossible.

We design solutions to the world's greatest challenges. We'realways looking for great talent to join our global teams.