Office administrator

The Office Administrator’s primary responsibilities include assisting Principals, Project Managers, Project Leads, and other team members with administration, communications, project support, and data management.

This position requires that the Office Administrator works self-directed and independently to keep pace with an ongoing list of tasks and team needs and to consistently deliver a high-quality work product.

The day-to-day activities of this role are regularly subject to change, and the position requires an ability to self-manage and be adaptable.

Possess a friendly and proactive demeanor as you will be one of the first contacts for many of our client relationships.

Be well versed in our services and abilities and communicate with clients regarding projects needs. You will direct client questions and queries to the key RDH team members.

Be the go-to office resource and problem solver providing support to all staff, project managers and team leads.

Part-time schedule of hours can range from 20 to 32 hours a week, depending on the candidate’s preference. Please note that candidates who prefer a schedule of 24 hours a week and below will not be eligible for benefits.

KEY RESPONSIBILITIES :

General Office Support :

• Provide general office support for the RDH Oakland office, including reception.
• Provide as-needed general office support remotely for the RDH Denver office.
• Facility management : oversee facility related matters, such as security, janitorial, disposal, recycling, and repairs.

Maintain office kitchen and shared conference / library spaces.

• Coordinate meetings, make calls, and run errands as needed.
• Coordinate office and administrative needs, including keeping track of and ordering new supplies, materials, tools, and equipment.
• Set up company events including lunches, special events, etc.
• Assist staff with travel arrangements.
• Liaise with the landlord, vendors, etc.
• Maintain field equipment (database, calibrations, and consumables), including equipment ID system. Order PPE (personal protective equipment) and field supply items and track inventory.
• Order office furniture and assist with office space planning.
• Maintain office equipment, arrange maintenance and service, and assist staff with usage.
• Assist with onboarding new hires, including desk and IT setup / laptop configuration.
• Maintain Oaklands’s SharePoint and MS Teams office page and documents.
• Manage shipping and receiving, including notarization as necessary.
• Provide support to the Talent & Culture (HR) team as needed.

Administrative Assistance :

• Project initiation and file set-up, meeting arrangements including booking rooms, catering and AV equipment coordination.
• Work with project managers to set up internal and external meetings. Attend and take meeting minutes. Upload and manage meeting minutes and other project campus updates and revisions.
• Be well versed in the use of Excel, Word, and PowerPoint. Be technologically savvy, independent, and aid the team with document preparation.
• Track and collect material and product data to assist with preparation of building enclosure maintenance manuals and compile electronic archive of project documents.
• Assist in the implementation of Health and Safety policies and procedures

Report / Proposal Writing :

Create outlines and develop non-technical written content, proofreading, formatting to RDH standard formats, final quality control check, and distribution.

Assist with writing and summarizing project briefs and short technical bulletins. Coordinate staff across RDH offices and practice area to prepare RFQs and proposals.

• Generate draft proposals from standard templates for different types of projects.
• Assist in preparing formal RFQ and RFP responses for larger projects. Assist in maintaining RFP reference library.

General Project Support :

• Assist with daily ad hoc project needs as assigned by the project principals, managers, and technical staff.
• Prepare various internal and external correspondence (such as transmittals, letters, email, etc.)
• Manage various document uploads to online project management tools.

Project Delivery :

Assist project managers to ensure that all projects meet internal requirements in areas such as budget, contract, billing, documentation, communication, and quality control.

Develop an understanding of the overall scope of work for each project assigned. Provide project initiation and file set-up.

Assist project managers by initializing projects in accounting software and setting up initial project files on server.

Assist in maintaining project details and client information in accounting software.

• Set up Bluebeam sessions for various project drawing or document reviews by staff.
• Collect and track insurance documents relating to various clients and projects at RDH.

Technical Data and Document Management :

• Manage data and relevant documents according to RDH standard document management processes. Undertake data processing and analysis under the guidance of technical staff.
• Assist team members with tracking submittals and other documents received from and returned to exterior contacts and project teams.

Principal and Project Manager Support :

Provide general assistance to senior staff as needed. This work may be fairly wide ranging, from the initial draft of documentation to preparing expenses, tracking submittals and offering miscellaneous support to senior project managers and Project Principals.

Accounts Receivable :

• Connect with clients and follow up regarding payment.
• Assist with expense reports, credit card reconciliation.
• Assist project managers and accounting staff with project cost tracking and cost coding.
• Assist with accounts receivable collection, opportunity tracking and future project planning.
• Provide billing / accounting support for all office and corporate visa expenses, purchases, and invoices.
• Manage existing and new vendor accounts as necessary.

QUALIFICATIONS :

• College diploma or university degree, or equivalent preferred

SKILLS AND COMPETENCIES :

• Ability to anticipate project needs and identify work assignments independently
• Strong sense of urgency with excellent organizational skills to prioritize tasks and meet deadlines
• Ability to successfully work under multiple deadline pressures
• Numerically inclined with good analytical and problem-solving skills
• Friendly, proactive, resourceful, and reliable
• Excellent communication skills (written and verbal)
• Proactive approach and self-motivated
• Proficient in Microsoft Word, Excel, Outlook, and Power Point. Knowledge of Bluebeam Revu software would be an asset
• Ability to work both independently and in a team environment
• Interest in building science and making the buildings that we live, work, and play in better buildings

BENEFITS AND PERKS :

The base salary range for this position is $70,000 to $75,000 annualized for a full-time role (this will be pro-rated for a part-time schedule).

Salary is dependent on various factors, including qualifications, skills, competencies, experience, and location. You may also be eligible for discretionary incentives and share ownership.

We offer a robust benefits package to support the well-being of our employees. This includes : 401k contributions, Health and Dental coverage, Life & Income Protection benefits, Primary Caregiver benefits, Vacation and Sick Time, Statutory Holiday substitutions, and a learning fund of $1,000 per year for education or career goals.

Last updated : 2024-04-30

Salary : $70,000 - $75,000