Administrative Assistant

Lochner•Oklahoma City, OK

8d•Onsite

About The Position

Founded in 1944, Lochner is a trusted infrastructure services provider for aviation, surface transportation and water clients who need high-quality, forward-looking solutions to complex challenges. Our vision is to become a Top 100 leader in the A/E industry, centered on an agile, engaged, and empowered workforce coming together to embrace the art of the possible and make a lasting difference in our world. Are you ready to join us on this journey? As a people-centric company, Lochner’s purpose is to empower our team to put their knowledge to work, enhancing communities across the US. To achieve this, we hire candidates of all experiences and skillsets because amazing things happen when people with diverse backgrounds come together to solve problems. We believe collaboration is more than a buzz word — it is a guiding principle in which every point of view is valued and heard and is the driving force in delivering our best work. At all levels of the organization, we foster an entrepreneurial spirit and culture of autonomy to advance our strategic vision and continually seek our next success story. Lochner – learn more about us

Requirements

2+ years of administrative and clerical experience.
Minimum High School Diploma.
Must be comfortable working in an office.
Proficient knowledge of Microsoft Word, Excel, Outlook and Adobe Acrobat/PDF software.
Flexibility and collaboration skills.
Written and verbal communication proficiency.
Ability to use independent judgment and prioritize workload to perform a wide variety of tasks in a professional manner.
Initiative to learn new skills and take on new tasks.
Willingness to complete varied tasks.
Familiarity with email scheduling tools.
Excellent time management skills and ability to multi-task and prioritize work.
Attention to detail and problem-solving skills.

Responsibilities

Represent the organization in a professional and friendly manner in initial phone or on-premises contact.
Receive, screen, and relay all incoming calls to proper party, voice mail system or take messages.
Monitor and update the company office calendar and statuses of employees.
Receive, sort, and distribute manage incoming mail, publications, and packages.
Coordinate the pick-up and delivery of USPS, FedEx, and UPS.
Responsible for general office machine maintenance including ordering and stocking copiers with supplies and paper.
Purchase and maintain appropriate inventory of general office supplies, kitchen supplies, marketing and production supplies, and general IT supplies.
Order, maintain and organize supplies and production room.
Responsible for recording monthly inspections of the AED Device and stocking replacement supplies when needed.
Maintain log of employees required to attend CPR trainings and renewals.
Assist in facilitating errands when needed or required.
Ensure conference room and common areas are clean and always prepared before and after meetings and events.
Anticipate events and meetings by making extra coffee, setting out water bottles or other needed items.
Schedule recycling pickup as needed.
Assists in the hard copy production of Engineering, Planning, Marketing and HR documents.
Miscellaneous data entry, copy, email, scan, fax and binding of documents as needed.
Prepare for new hires: swag bag, coordinate set up of computer & office.
Assist others with office and companywide events.
Assist staff (local and non-local) coordinating travel accommodations.
Create and proof documents as requested by employees.
Produce financial reports in support of managers.
Prepare and track invoices to our clients based on contract requirements.
Compose internal and external communications.
Manage contract and price negotiations with office vendors and service providers.
Ensure all vendor invoices are invoiced and paid on time.
Provide general support to visitors.
Assist in the on-boarding process for new hires.
Coordinate travel arrangements as needed.
Liaise with facility management vendors, including cleaning, catering, and security.
Plan in-house or off-site activities, celebrations, and conferences.
Provide additional support as needs arise.