Office Administrator

Overview

Would you like to be a part of a dynamic team of professionals that is truly passionate about our work? Are you interested in working for an organization that does meaningful work, fosters a collaborative team culture, and creates a diverse, inclusive environment where you feel like you belong? If this sounds like you, talk to us about joining our team.

Carollo Engineers is a nationally recognized environmental engineering firm that specializes in the planning, design, and construction of water and wastewater facilities. Our vision is to become the best water consulting firm, and we are looking for motivated, talented people to help us reach that goal.

Responsibilities

• Professionally answers phones and directs calls to appropriate person
• Provides callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information
• Greets guests in a professional, friendly, and hospitable manner
• Maintains conference room calendars
• Orders food for all office meetings, seminars, and other company events
• Plans and coordinates office and client events
• Supervises all day-to-day office operations
• Conducts New Hire Orientations for engineers and office staff
• Interfaces with all corporate departments to facilitate proper handling of paperwork, (Accounting, Human Resources, Legal, Facilities and Information Technology departments)
• Coordinates final termination of employees to ensure protection of intellectual properties
• Reconciles quarterly office budget and annual facilities budget projection
• Conducts office safety inspections
• Evaluates ergonomics of employee workstations and coordination with facilities/HR as needed to resolve issues
• Work with building management to resolve facilities issues
• Maintain conference room setup/cleanup for meetings
• Orders office supplies
• Coordinates petty cash and accounting issues with accounting group
• Coordinates with engineers and proposal managers in central office as needed
• Recruits and trains office support staff
• Assists with performance appraisals for office support staff
• Assists engineers with routine office, project, and travel scheduling related tasks
• Assist the Office Manager with office related tasks
• Reproduction/document assembly and coordination with vendors
• Physical and electronic document and file management
• Office events/party planning
• Other required office administration duties as assigned by the Office Manager

Qualifications

• High school diploma or equivalent, some college business courses or business vocational instruction
• Minimum of 2-5 years professional experience in office administration
• Strong verbal and written communication skills
• Excellent organizational and administrative skills
• Ability to work without direct supervision
• High level of critical thinking
• Professional experience handling confidential/sensitive issues
• Ability to exercise good judgment
• Prioritize as business/workload dictates and deadline changes
• Initiative, proactive attitude
• Ability to juggle multiple priorities and exercise judgment on order of completion of tasks
• Intermediate proficiency with Word (styles, graphics, tables, outlines, table of contents, templates, macros)
• Proficiency with Excel (basic to intermediate level: formatting, header/footer, file path name, etc.)
• Intermediate proficiency with Adobe Acrobat (converting files into PDF format; adding bookmarks and thumbnails, appending pages)
• Previous experience using scanning & OCR software (varies from office to office)
• Experience in Windows environment (explorer, control panel, printer setup, etc.
• Ability to become a registered Notary Public in California

Preferred Qualifications

• Bachelor’s Degree
• Registration as Notary Public in California
• Experience with InDesign, Photoshop and PowerPoint
• Previous experience with engineering professionals

Pay Range

$25.00 to $35.00 an hour. This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee’s pay within the salary range will be based on several factors including, but limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Other Compensation and Benefits

Carollo is committed to providing employees with a competitive, comprehensive benefits program that provides the care employees and their families need to lead healthy, productive lives. Carollo’s benefits package includes paid time off and holidays, comprehensive health insurance coverage, pre-tax savings account options for healthcare, dependent care and commuter expenses, disability insurance and life insurance options for you and your dependents. We also offer free Caregiver Support, Travel Assistance, counseling services and discount programs. Other compensation that may be available includes: 401(k) company contribution matching, tuition reimbursement, discretionary bonuses, career advancement bonuses, professional registration bonuses, employee referral bonuses, and compensatory time for exempt employees. Flexible work arrangements may also be available.  Eligibility for benefits varies based on employment status.

Salary : $25 - $35