Administrative Manager

Civil & Environmental Consultants•Oklahoma City, OK

8d•Onsite

About The Position

As an Administrative Manager for Civil & Environmental Consultants, Inc. (CEC), you will play an integral role in managing the day-to-day operations of the Oklahoma City office. Reporting to the Office Lead, you will be responsible for administrative, operational, and office management functions that support employees, clients, and project teams. You will serve as a key resource within the office, ensuring business support activities are carried out efficiently, accurately, and professionally. You will be responsible for office administrative duties such as answering phones, responding to incoming communications, coordinating meetings, preparing agendas, maintaining office records, and supporting daily office operations. You'll support project managers with document production, including technical reports, letters, presentations, and proposals. Responsibilities will include proofreading, editing, formatting, and reviewing documents for grammar, style, punctuation, consistency, and overall quality, as well as drafting and reviewing business correspondence and presentations. You will play a key role in our quality assurance program by verifying that appropriate reviews of proposals, reports, plans, and other project deliverables have been completed in accordance with company standards. Responsibilities will also include coordinating internal peer reviews and supporting project administration activities. You will support project teams through coordination with municipalities, counties, and other regulatory agencies for projects involving plats, planned unit developments (PUDs), zoning applications, easements, and related land development activities. Responsibilities include preparing, submitting, tracking, uploading, and downloading project documents through agency portals, coordinating required signatures, filing plats and easements, and facilitating Certificates of Insurance (COIs) as needed. The Administrative Manager will maintain office and marketing inventories, coordinate purchasing activities, and serve as the primary liaison between the office and corporate support functions, including Information Technology, Human Resources, Accounting, Marketing, and Operations. This role will also coordinate helpdesk requests, office equipment needs, recruiting activities, application processing, new hire onboarding, ambassador assignments, and employee orientation activities. Additional responsibilities include coordinating office vendors and service providers, managing facility-related activities, serving as the primary liaison with landlords and property management companies, reporting office expenses and unit charges to Corporate Accounting, and providing administrative support to the Office Lead. The Administrative Manager will coordinate internal meetings, training activities, conference logistics, employee engagement initiatives, client events, recruiting events, and business development functions. This role will regularly interact with clients, visitors, vendors, and business partners while helping to ensure a positive office environment and exceptional client service.

Requirements

Minimum of a high school diploma.
10+ years of administrative, office management, or related professional experience.
Proficiency with Microsoft Office and Adobe software.
Strong familiarity with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
Effective communication and interpersonal skills.
Strong proofreading, editing, and document formatting abilities.
Experience drafting and reviewing business correspondence, reports, and presentations.
Ability to communicate effectively with clients in person, on the phone, and in writing.
Ability to coordinate internal meetings, conferences, training programs, and associated logistics.
Experience managing office facilities, vendors, landlords, and property management relationships.
Ability to plan and execute employee engagement activities, client events, recruiting functions, and business development initiatives.
Strong problem-solving and organizational skills.
Ability to manage multiple priorities, workflow expectations, and deadlines.
Ability to maintain confidential information with discretion and professionalism.
Highly dependable and trustworthy with a positive attitude.

Nice To Haves

Additional administrative training, college coursework, or professional certifications.
A/E/C consulting industry experience.
Experience coordinating municipal and county agency applications, plat filings, easements, zoning requests, and land development documentation.
Experience coordinating Certificates of Insurance (COIs), internal peer reviews, and project administrative requirements.
Experience supporting recruiting activities, application processing, onboarding, and employee orientation programs.
HR, accounting, or business operations experience.

Responsibilities

Managing the day-to-day operations of the Oklahoma City office.
Handling administrative, operational, and office management functions.
Answering phones and responding to incoming communications.
Coordinating meetings and preparing agendas.
Maintaining office records and supporting daily office operations.
Supporting project managers with document production (technical reports, letters, presentations, proposals).
Proofreading, editing, formatting, and reviewing documents for quality.
Drafting and reviewing business correspondence and presentations.
Verifying appropriate reviews of proposals, reports, and project deliverables.
Coordinating internal peer reviews and supporting project administration.
Coordinating with municipalities, counties, and regulatory agencies for land development projects.
Preparing, submitting, tracking, uploading, and downloading project documents through agency portals.
Coordinating required signatures, filing plats and easements, and facilitating Certificates of Insurance (COIs).
Maintaining office and marketing inventories.
Coordinating purchasing activities.
Serving as the primary liaison between the office and corporate support functions (IT, HR, Accounting, Marketing, Operations).
Coordinating helpdesk requests and office equipment needs.
Coordinating recruiting activities, application processing, new hire onboarding, ambassador assignments, and employee orientation.
Coordinating office vendors and service providers.
Managing facility-related activities and serving as the primary liaison with landlords and property management companies.
Reporting office expenses and unit charges to Corporate Accounting.
Providing administrative support to the Office Lead.
Coordinating internal meetings, training activities, and conference logistics.
Coordinating employee engagement initiatives, client events, recruiting events, and business development functions.
Interacting with clients, visitors, vendors, and business partners.
Ensuring a positive office environment and exceptional client service.