Supervisor of Office Administration (New York)

HNTB; New York (NY); On-site; Full time

Job summary

Join a leading infrastructure solutions firm in New York as an Administrative Manager, responsible for overseeing a team and ensuring smooth office operations across multiple locations. This role requires strong organizational skills, attention to detail, and the ability to manage various administrative functions effectively. You will play a key role in enhancing the office experience and supporting a team of over 400 professionals. Ideal candidates will have significant experience in office management and a proactive approach to problem-solving.

Qualifications

• 8 years of related experience required.
• Ability to maintain confidentiality and balance multiple tasks.

Responsibilities

• Oversees the management of the New York Administrative Team.
• Coordinates office workload and manages performance of direct reports.
• Prepares reports and maintains office files.

Skills

Organizational Skills

Attention to Detail

Time Management

Education

High School Diploma/GED

Tools

Microsoft Word

Microsoft Excel

SharePoint

Job description

What We're Looking For

At HNTB, you can create a career that is meaningful to you while building communities that matter to all of us. For more than a century, we have been delivering solutions for some of the largest, most complex infrastructure projects across the country. It is an exciting time to join our New York office, which was named for the 5th time as a Best Place to Work in New York City, according to Crain’s New York Business.

This opportunity oversees the management and coordination of the New York Administrative Team which supports a broad range of administrative functions for an office of 400+ people across multiple New York locations. Serves as primary management liaison for staff regarding administration issues. Manages office workload and coverage, and manages performance of direct reports.

What You’ll Do:

• Performs administrative duties in support of office staff including, coordinating and scheduling calendar appointments, meetings and travel, preparing a variety of correspondence under general guidance, receiving and directing incoming calls and welcoming visitors. Furnishes information and responds to routine correspondence when necessary. Coordinates the receipt, distribution and delivery of mail both to and from the office.
• Coordinates local policy and procedures with the appropriate corporate and/or divisional functions to ensure full and complete procedures are in place covering assigned areas. Recommends changes in process or procedure to management.
• Prepares reports, gathering and summarizing a variety of data from multiple sources. Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.
• Prepares and submits expense reports on behalf of office staff, securing and maintaining supporting documentation and ensuring accurate coding of expense items. Supports Accounts Payable functions by accurately coding and processing invoices.May provide supervision and direction to A/P staff.
• Tracks and coordinates the acquisition and distribution of materials, supplies and equipment. Maintains inventory of furniture and equipment. Working with Corporate Procurement and facilities, assists with office moves.Coordinates with facilities on any building maintenance issues.May track mileage and ensure maintenance of vehicle fleet.
• Organizes and coordinates events for the office.
• Delivers new hire orientation when needed.
• Performs other duties as assigned.

What You’ll Need:

• High School Diploma/GED or equivalent
• 8 years related experience

What You'll Bring:

Organized, detail-oriented leader who exhibits servant leadership, who leads the New York office Administrative Team to deliver the following:

• Champion of Office Experience. Ensure visitors and staff are met with a warm greeting and an experience that is consistent with the HNTB brand. Ensure the reception area is manned full-time for a safe working environment. Champions a neat, orderly space. Works with staff to keep spaces professional, inviting, and clean. Allocates space for physical storage. Maintains intranet SharePoint site which includes office procedures, new updates, and other content set by various New York office stakeholders.
• Strategic Results Focus. Sets expectations and ensures accountability. Is proactive and acts with empowerment to make decisions and drive results. Knows when to escalate Works with Office Operations Manager to determine priorities, set expectations and timelines.
• People. Supervises and manages a team of Administrative professionals. Provides meaningful coaching and career development opportunities for the team. Recruits, develops, and retains talent.
• Office Management. Maintains office organization chart, ensuring it is updated weekly and accurate. Ensures consistent, adequate stock of supplies on each floor / each location, including coffee and beverages. Maintains seat assignments in Tactic app and works with visitors to self-serve and find a seat location.
• Locations. Supports multiple New York office locations including midtown Manhattan (Empire State Building), Albany, and White Plains (future). Supervisor is expected to be full-time with a primary location in the Empire State Building and spend time in other New York offices as needs require.
• Renovation. We are about to embark on a multiple-year renovation of the midtown office, and are in the process of opening a White Plains office. This position will directly be responsible for organizing move logistics, taking feedback on the design, and working with the design professionals, contractors, and HNTB Real Estate group, and managing all communications with office staff for a seamless transition throughout the life of the projects.
• Strategic Focus. Develops and maintains plan to support multiple New York office stakeholders, including maintaining a full-time team presence in the midtown Manhattan (Empire State Building) and White Plains (future) offices.
• Building Liaison. Primary liaison for building management. Ensures compliance with building and lease requirements. Organizes and schedules repair work and improvement projects. Obtains bids and works with Operations Manager for execution.
• Scheduling/Logistics. Schedules internal rooms and addresses meeting conflicts. Orders and organizes catering orders. Organizes off-site meetings and yearly Holiday employee-recognition celebration.
• Compliance / Safety. Ensures compliance with legal office requirements such as labor posters, fire/life safety, secure shredding, archiving, first aid, mother’s room support, and other items as assigned. Maintains stock of Personal Protective Equipment (PPE) for staff.
• Vehicles. Organizes and maintains small fleet of vehicles (approx. 10 vehicles) to maintain mileage logs by employee and maintenance logs.
• Contracting / Finance support. Submits and files annual insurance project certification renewals to clients. Tracks subconsultant certificates of insurance for required projects. Provides notary services and facilitates contract signature/execution by Power of Attorney. Reviews office-related rent and other expense invoices. Processes all checks received. Supports staff in using DocuSign and internal workflow approval system.
• Executive Administrative support. Provides scheduling support, expense report processing, calendar management, and travel arrangements.
• Onboarding / New Hire support. Facilitates new hiring process including greeting, and welcome announcements, and working with supervisor/IT to identify and assign a seat location. Provides new hire onboarding session and works with new hires for I9 verification using E-verify.
• Access / Security. Maintains ID badges for office staff. Maintains visitor registration management system. Coordinates vendor timing and access including freight elevator reservations. Ensures compliance to project-specific security requirements including managing secure filing, and maintaining database of non-disclosure agreements / training certificates.
• Timecard. Serves as timecard administrator for office. Ensures compliance with timekeeping policy.
• Continuous Improvement. Maintains the workload of Administration Team to balance efficiency and engagement for each team member. Works with the Office Management Team to recommend and implement improvements that drive better results and engagement for the office.
• Customer Focus. In addition to supervising and organizing Administrative Team, operates from a perspective of servant leadership while supporting the multiple stakeholders in the New York office. Supports other initiatives and tracking as required.

What We Prefer:

• Ability and judgment to maintain confidentiality
• Planning, time management and organizational skills
• Ability to balance multiple tasks and changing priorities
• Attention to detail
• Demonstrated ability to compose, edit and proof read written documents (routine letters, business correspondence and reports of varying complexity)
• Proficiency in Microsoft Word, Excel, and SharePoint

Additional Information

Click here for benefits information: HNTB Total Rewards

Click here to learn more about Equal Opportunity Employer/Disability/Veteran

Visa sponsorship is not available for this position. #DG #Administration

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Locations:

New York, NY

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The approximate pay range for New York is $34.91 - $65.45. Please note that the pay range provided is a good faith estimate for the position at the time of posting. Actual compensation will be dependent on factors, including but not limited to, the individual’s qualifications, experience, knowledge, skills, and abilities as well as physical work location within the state.

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NOTICE TO THIRD-PARTY AGENCIES:

HNTB does not accept unsolicited resumes from recruiters or agencies. Any staffing/employment agency, person or entity that submits an unsolicited resume to this site does so with the understanding that the applicant's resume will become the property of HNTB. HNTB will have the right to hire that applicant at its discretion and without any fee owed to the submitting staffing/employment agency, person or entity. Staffing/employment agencies who have fee agreements with HNTB must submit applicants to the designated HNTB recruiter to be eligible for placement fees.