Administrative Office Manager

HDR•Tampa, FL

About The Position

At HDR, our employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day. As we foster a culture of inclusion throughout our company and within our communities, we constantly ask ourselves: What is our impact on the world? Watch Our Story:' https://www.hdrinc.com/our-story' #LI-JG9 Each and every role throughout our organization makes a difference in our ability to change the world for the better. Read further to learn how you could help make great things possible not only in your community, but around the world. In the role of Administrative Office Manager, we'll count on you to: Coordinate closely with Office Principal on office administrative matters for an office of approximately 175 employees Assist office leadership with office administration, administrative support, and preparation of operating plans and other special reports Coordinate, develop and administer office administrative policies and procedures Supervise administrative personnel. Serve as back-up for administrative support personnel including reception desk Take responsibility for office administrative operations including coordinating with office building management for issues and vendors as needed, purchasing office supplies, assisting with office space planning & moves, and obtaining business licenses and professional occupational licenses Oversee local on-boarding activities for new hires including office orientation, badge issuance, seating assignment, safety briefing, etc. Maintain a record of assigned workstations in the office, after-hours security access list, and email distribution lists Coordinate with internal I.T. team for new hires and when staff relocate to new workstations Oversee, document and monitor purchase-card transactions Assist with office-wide communication strategy and activities. Activities include developing content (e.g., emails, PowerPoints, signage, etc.), maintaining office SharePoint site and office calendar, and disseminating communication. Maintain and organize office storage facilities for supplies, equipment and other items Assist HR and Office Leadership with local outreach and career fairs Prepare social media posts promoting office activities Serve as Safety Coordinator for the office Serve on employee engagement committee. Lead administrative support for employee engagement events including advance preparation, booking conference room space, ordering food, setup, identifying and ordering prizes, and clean up. Research off-site venues as needed. Coordinate wellness activities for office staff Coordinate meetings held in Tampa office including assisting with onsite meals, dinner reservations, and other large meeting needs Assist management with scheduling training activities for staff Assist with travel coordination for senior staff Assist senior staff with expense report preparation Perform other duties as needed

Requirements

High school diploma or equivalent
A minimum of 7 years related experience
Excellent written and verbal communication skills
Solid interpersonal skills
Strong time management skills and ability to prioritize
Exceptional attention to detail and organization
Strong problem-solving skills and analytical abilities
Ability to adapt to changing situations in a professional manner
High proficiency in Microsoft Word, Outlook, PowerPoint, Excel, Adobe, SharePoint
An attitude and commitment to being an active participant of our employee-owned culture is a must

Nice To Haves

Bachelor's degree
Knowledge in Adobe InDesign
A minimum of 10 years related experience
Must be team-oriented and able to work with a variety of people in a fast-paced environment
Experience in an Architectural/Engineering firm a plus
Preference given to local candidates

Responsibilities

Coordinate closely with Office Principal on office administrative matters for an office of approximately 175 employees
Assist office leadership with office administration, administrative support, and preparation of operating plans and other special reports
Coordinate, develop and administer office administrative policies and procedures
Supervise administrative personnel. Serve as back-up for administrative support personnel including reception desk
Take responsibility for office administrative operations including coordinating with office building management for issues and vendors as needed, purchasing office supplies, assisting with office space planning & moves, and obtaining business licenses and professional occupational licenses
Oversee local on-boarding activities for new hires including office orientation, badge issuance, seating assignment, safety briefing, etc.
Maintain a record of assigned workstations in the office, after-hours security access list, and email distribution lists
Coordinate with internal I.T. team for new hires and when staff relocate to new workstations
Oversee, document and monitor purchase-card transactions
Assist with office-wide communication strategy and activities. Activities include developing content (e.g., emails, PowerPoints, signage, etc.), maintaining office SharePoint site and office calendar, and disseminating communication.
Maintain and organize office storage facilities for supplies, equipment and other items
Assist HR and Office Leadership with local outreach and career fairs
Prepare social media posts promoting office activities
Serve as Safety Coordinator for the office
Serve on employee engagement committee. Lead administrative support for employee engagement events including advance preparation, booking conference room space, ordering food, setup, identifying and ordering prizes, and clean up. Research off-site venues as needed.
Coordinate wellness activities for office staff
Coordinate meetings held in Tampa office including assisting with onsite meals, dinner reservations, and other large meeting needs
Assist management with scheduling training activities for staff
Assist with travel coordination for senior staff
Assist senior staff with expense report preparation
Perform other duties as needed