Office Administrative Manager

Gannett Fleming • Boston, MA

204d • $74,880 - $79,040

About The Position

GFT is seeking an experienced Office Administrative Manager to join our Boston, MA office! This position is full-time and based on-site, with responsibilities split between our two Boston offices. GFT Shared Service Services team, which includes Human Resources, Legal, Accounting & Finance, IT Services and Marketing & Communications, are essential for managing and supporting the company's global operations. Shared Services are part of a broader strategy to transform the business and improve efficiency. The support of this amazing team of professionals, is the backbone of our ability to deliver infrastructure consulting and design services.

Requirements

• 5+ years of relevant office administrative experience or equivalent education with related experience.
• Minimum 2 years of front desk experience.
• Experience with facility or property management tasks.
• Advanced customer service, communication, and multitasking skills.
• Strong organizational skills with attention to detail.
• Proficient in Microsoft Office Suite/365.
• Resourceful, proactive, and professional, with discretion in handling confidential information.
• Skilled in process improvements and working with remote management.

Nice To Haves

• Bachelor's Degree in Business Administration, Human Resources, or related field.
• Architecture, Engineering, or Construction (AEC) industry experience.

Responsibilities

• Maintain a welcoming, safe, and tidy office environment for clients, visitors, and staff.
• Manage office correspondence and resources (phone calls, emails, mail, packages, manuals, SharePoint, etc.).
• Order and manage office supplies, equipment, furniture, seating, signage, and technology.
• Serve as the primary point of contact for staff inquiries and building management, including: lease terms, security access, parking, maintenance requests, timesheets, expense reports, business card inquiries and other administrative tasks.
• Implement office sustainability programs and ensure compliance with lease terms.
• Prepare for and coordinate vendor, guest, client, and executive meetings, including logistics (lunch, security, parking, amenities, seating, safety).
• Support travel arrangements, meeting coordination, and seminar/conference registrations.
• Review and track vendor invoices and office expense reports.
• Support the Office Principal with building management, crisis and staff meetings, IT system updates, and internal communications.
• Assist with HR tasks, including new hire orientation, workspace setup, and termination decommissioning.
• Oversee safety coordination duties including Employee Engagement & Citizenship Program (EECP) activities, ensuring budget compliance and engagement.
• Participate in Administrative Quality Improvement meetings to share best practices and efficiency improvements.
• Provide remote support to other offices without administrative staff.
• Perform other duties as assigned.

Benefits

• Comprehensive benefits package including wellness programs, parental leave, and pet insurance, in addition to medical, dental, vision, disability, and life insurance.
• Tax-deferred 401(k) savings plan.
• Competitive paid-time-off (PTO) accrual.
• Tuition reimbursement for continued education.
• Commitment to professional development, access to internal and external training programs, and support of active participation in professional organizations.
• Incentive compensation for eligible positions.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Professional, Scientific, and Technical Services
• Education Level: Bachelor's degree