What are the responsibilities and job description for the Office Manager/Office Administrator position at WSP USA?
This Opportunity
WSP is currently initiating a search for a Full Time Office Adminstrator for our Kansas City MO office.
Your Impact
• Provides administrative support to senior, mid-level and junior staff in the office including scheduling of team/project/client meetings and drafting of minutes, follow-ups, communication, and coordination of activities in an office or project site (including catering orders meeting preparation, plus provides on-site support for day of meeting to include printing, catering, travel support for attendees, special seating needs, AV support)
• Responsible for general office administration including office upkeep and liason with building management for maintenance requests, issues (i.e., AC/heat service,) and building/parking access cards
• Serves as receptionist, answers incoming calls, maintains phone list and welcomes guests as assigned
• Processes incoming and outgoing U.S. and overnight mail, distributes incoming faxes/packages
• Coordinates with ARC for large plotter printing requests, and printer questions/issues
• Assists with ordering computers, accessories, and supplies and business cards for office employees
• Provides assistance for new hire onboarding, completion of I-9’s, etc. – this includes working with IT on all required new hire equipment along with collection of IT equipment and security cards for employees exiting the company
• Coordinate onsite training events with outside vendors and online webinars, as directed
• Coordinates safety and compliance programs for office, including maintenance of office standards – bulletin boards, inspections of fire extinguishers, AED, AED/CPR Certification, and first aid kits
• For work on project sites, responsible for technical/project assistance document control (electronic and hard copy), records management processes (filing, archiving), which includes assistance with project-specific reports, data management, uploading of documents to project websites, project file structure assistance, and construction administration
• Additional project assistance responsibilities may include tracking of task orders and project contracts, maintain project plans as well as project procedures manuals, workflows, QA review of reports/correspondences, and other field work coordination
• May be assigned to assist with financial reports for office leaders which includes spreadsheet consolidation, tracking of data, senior staff tracking and travel/expense report support, and monthly/ period national budget and/or utilization reports
• May assist marketing leads with tracking of RFPs and proposal timelines, and provide proposal delivery assistance including form completions, resume requests, and printing assistance for small proposal not sent out to print shop
• May assist with processing Accounts Payable and Sub queue invoices for the office
• May serve as timecard administrator to ensure timecards are completed and submitted on a weekly basis
• May be assigned to assist with fleet program for the region, working directly with national vehicle lead and facilities administration teams on tracking all required documents, leases, and approvals for maintenance requests, processing new requests and drivers, and collecting monthly driving records for each vehicle
• Maintains inventory of IT and PPE equipment (laptops, projector, camera) and checks out/replenishes supplies as needed
• May be assigned to serve as on-site point of contact for coordination of IT issues with Service Desk team, including new computer setup, return out of service machines, server/HVAC/other equipment issues, A/V set-up assistance and responding to Service Desk emails for additional information
• Exercises responsible and ethical decision-making regarding company funds, resources and conduct and adhere to WSP’s Code of Conduct and related policies and procedures
• Other duties as required by business need
Who You Are
• 5 years of experience
• High School Diploma
• Must be a self-starter capable of taking on tasks with little direction or supervision
• Must possess a high level of professionalism and positive attitude when interacting with colleagues, clients, guests and other employees in the office
• Demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents and developing PowerPoint presentations
• Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks
• Must possess excellent interpersonal and written and verbal communication skills
• Must have initiative with ability to anticipate needs and complete important tasks without needing to be asked
• Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through
• Must be able to use discretion and confidentiality
• Possess technological skills necessary to perform data entry, manage team calendars, and create company reports as needed
• Exercise responsible and ethical decision-making regarding company funds, resources and conduct and adhere to WSP’s Code of Conduct and related policies and procedures
Proven track record of upholding workplace safety and ability to abide by WSP’s health, safety and drug/alcohol and harassment policies
Proven track record of upholding workplace safety and ability to abide by WSP’s health, safety and drug/alcohol and harassment policies
Preferred Qualifications
• Experience in the engineering consulting industry
• Knowledge of Oracle and Adobe Professional is preferred
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