Area Administrative Office Manager

HDR•Los Angeles, CA

About The Position

The Area Administrative Office Manager provides administrative leadership for eight offices and two project offices in Southern California, supervising 12 administrative staff who support more than 760 employees. The manager guides administrative teams, oversees daily office operations, and develops or reviews business operations reports, administrative team reports, presentations, and quarterly regional reports. The role includes travel to Southern California offices to meet with staff, attend meetings, and review maintenance, furniture, office space, and building management needs. The manager supports the Southern California Leadership Team with operational administration, deadlines, monthly reports, presentations, agendas, corporate requests, annual budget meetings, and meeting schedules. The role also handles electronic signatures on contracts, proposals, and business forms; reviews invoices and vendor documentation; monitors maintenance and operating costs; and maintains vendor records and building-management contacts. The position leads planning and coordination of company events, reviews potential office space with Corporate Real Estate and leadership, and assists with office lease planning and office moves. Responsibilities also include reviewing office equipment and furniture purchases or repairs, coordinating vendor work and utility changes, and supporting workplace safety and continuity planning. The manager attends Corporate Safety Committee meetings, assesses safety communications and incidents, meets monthly with the Safety Manager, and reviews or recommends updates to office emergency action, business continuity, and specific office plans.

Requirements

High school diploma or equivalent.
At least 10 years of 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 professionally to changing situations.
High proficiency in Microsoft Word, Outlook, PowerPoint, Excel, Adobe, and SharePoint.
Commitment to active participation in HDR’s employee-owned culture.

Nice To Haves

A minimum of 10 years of related experience as an Administrative Office Manager, Executive Assistant, Accountant, or Senior Administrator.
Professional office administration or management experience in the Engineering, Architecture, or Construction industry.
Associate degree or equivalent work experience.
Previous supervision of administrative staff.
High attention to detail, quality, and deadlines.
Proficiency with Microsoft Office Suite, including Word, Outlook, Excel, Adobe, and PowerPoint.
Flexibility, dependability, ability to multitask, and ability to prioritize tasks.
Excellent communication and interpersonal skills.
Comfort handling confidential information.

Responsibilities

Provide administrative leadership for eight offices and two project offices in Southern California.
Supervise 12 administrative staff and guide administrative teams in their office, staff, and direct-report responsibilities.
Oversee day-to-day office administrative operations.
Develop and oversee business operations reports, administrative team reports, and office presentations for quality and content.
Develop or review final Southern California reports quarterly.
Travel to Southern California offices to meet with administrative staff, attend meetings, and review maintenance, furniture, office space, and building-management matters.
Assist the Southern California Leadership Team with administrative operations, deadlines, monthly reports, presentations, agendas, corporate requests, initiatives, and strategic planning.
Assist with annual budget meetings and manage meeting schedules.
Execute electronic signatures on contracts, proposals, and business forms.
Review and approve invoices for building maintenance, parking, and general office expenses, and submit large purchases or repairs to a supervisor for approval.
Track maintenance items at each Southern California office.
Review vendor or supplier contracts, insurance certificates, and quotes, and maintain vendor account and contact information.
Serve as an emergency contact for building property management, security, and janitorial services.
Help ensure Southern California offices comply with company policies and procedures.
Lead and facilitate company event planning and execution, including contract and vendor review, approvals, and coordination.
Review potential office space with the Corporate Real Estate Team and leadership.
Assist with Office Planning Guides for upcoming lease renewals and prepare offices for move-in or move-out.
Review and approve office equipment or furniture purchases and repairs, and coordinate vendor installation, removal, or relocation of equipment.
Arrange for utilities to be set up or discontinued during office moves.
Attend scheduled Corporate Safety Committee meetings and assess Industry Safe emails to determine an action plan.
Investigate and promptly correct safety-related incidents.
Meet monthly with the Safety Manager to review Southern California incidents and action items.
Review and suggest changes to Southern California Office Emergency Action Plans, Business Continuity Plans, and Specific Office Plans.