Office Administrator / Document Processing

Carollo Engineers • Arlington, VA

2d

About The Position

Overview Carollo Engineers is a leading engineering firm dedicated exclusively to water. For over 90 years, we've specialized in the planning, design, and construction of water, wastewater, stormwater, and reuse facilities, bringing innovative and sustainable solutions to the water sector's most complex challenges. We work with water agencies, municipalities, utilities, research organizations, and private companies across various industries, including technology, manufacturing, and beyond. These clients choose Carollo because we employ some of the most knowledgeable and experienced professionals in the world. When you join our team, you'll work alongside industry leaders who are advancing the science of water, protecting public health, and building resilient communities. Carollo's vision is to be the best water consulting firm and the best place for you to build your career. If you're passionate about making a difference in this critical field, we invite you to explore a career with Carollo. Responsibilities OFFICE ADMINISTRATOR Oversee all aspects of the office functions including, but not limited to: Lead and deliver comprehensive New Hire Orientation sessions tailored to both engineering staff and office personnel, ensuring a smooth onboarding experience. Serve as the primary liaison between the local office and all corporate departments—including Accounting, HR, Legal, Facilities, and IT—to ensure timely and accurate processing of all employee and operational paperwork. Perform regular office safety inspections to ensure compliance with health and safety standards and maintain a secure working environment. Plan, coordinate, and execute a variety of office events such as holiday celebrations, summer gatherings, and ongoing employee engagement initiatives. Support recruiting initiatives by coordinating logistics for career fairs, industry conferences, and other external hiring events. Oversee the upkeep and organization of all office areas, including conference rooms, break room, production and server rooms, as well as general office, hallway, and storage spaces. Provide logistical and hospitality support for in-office meetings, including setting up rooms and guest spaces, arranging visitor parking and directions, managing catering orders, and ensuring post-meeting clean-up. Manage procurement and inventory for all office needs including supplies, kitchen and breakroom items, personal protective equipment, and company-branded promotional materials. Support project management efforts by preparing meeting agendas, attendance sheets, and recording detailed meeting minutes. Assist field teams with administrative support, coordination, and logistics as needed. Coordinate printing and production of select documents and proposal materials to meet quality and deadline requirements. Work closely with other office locations to balance workload distribution and ensure project timelines are met. Monitor and maintain appropriate technology resources for staff, including hardware, software, and equipment; troubleshoot and resolve issues in collaboration with internal support teams. Review completed work to verify quality and compliance with company standards, providing feedback or corrections when necessary. Communicate and coordinate with building management for facility-related needs such as service requests, key card management, and review of monthly parking invoices. Prioritize and manage multiple tasks and responsibilities simultaneously, applying sound judgment to determine the most efficient order of completion. DOCUMENT PROCESSOR Provide document processing (DP) support for all company and client communications including, but not limited to: Deliver comprehensive document processing (DP) support for all internal and external communications, ensuring consistency with company and client standards. Provide regional DP services and actively contribute to the company-wide shared work pool when local document processing needs are minimal. Create, format, and finalize a wide range of document types—including technical specifications, design memoranda, reports, and general correspondence—using established company templates and brand formatting guidelines. Carefully proofread all completed documents to ensure accuracy in content, grammar, formatting, and adherence to company standards. Prioritize multiple projects simultaneously, applying sound judgment to determine task urgency and manage deadlines efficiently.

Requirements

• High School Diploma
• Minimum of 5 years of administrative and/or word processing experience.
• Highly proficient in Microsoft Word 365, with advanced skills in using styles, inserting and formatting graphics and tables, creating outlines, generating tables of contents, and working with templates and macros.
• Experienced in Microsoft Excel 365 at a basic to intermediate level, with proficiency in formatting spreadsheets, adding headers and footers, inserting file path names, and performing routine data tasks.
• Skilled in the full Microsoft Office 365 Suite, including: Scheduling and coordinating meetings via Outlook, often involving multiple participants. Documenting meetings and organizing notes in OneNote. Using Microsoft Teams for virtual meetings, real-time collaboration, internal messaging, and document storage.
• Familiarity with MS Publisher, PowerPoint, and Project is preferred and beneficial for extended project support.
• Proficient in Adobe Acrobat and Bluebeam, including converting files to PDF, creating bookmarks and thumbnails, appending or merging pages, and optimizing documents for distribution.
• Capable of converting scanned documents or Excel data into fully editable Word documents while preserving formatting and layout integrity.
• Experienced in combining multiple file types—including Excel, Word, and PDFs—into unified production-ready documents.
• Utilize Optical Character Recognition (OCR) software to convert printed or scanned material into editable Word documents.
• Skilled in converting and cleaning documents imported from non-standard or legacy software applications.
• Maintain organized and clearly structured directories and consistent file naming conventions to support efficient document retrieval and collaboration.
• Stay up to date with company-supported software tools in order to provide effective and informed support to teams across departments.
• Experience handling confidential information.
• Ability to manage changing priorities and work independently.

Nice To Haves

• Strong verbal and written communication skills
• Excellent organizational and administrative skills
• Type 65 wpm
• Experience with ADA for digital documents/Section 508 Compliance/WCAG Standards.
• Ability to work without direct supervision
• High level of critical thinking
• Professional experience handling confidential/sensitive issues
• Ability to exercise good judgment
• Prioritize as business/workload dictates and deadline changes
• Initiative, proactive attitude
• Current, or ability to obtain, Notary Public certification

Responsibilities

• Lead and deliver comprehensive New Hire Orientation sessions tailored to both engineering staff and office personnel, ensuring a smooth onboarding experience.
• Serve as the primary liaison between the local office and all corporate departments—including Accounting, HR, Legal, Facilities, and IT—to ensure timely and accurate processing of all employee and operational paperwork.
• Perform regular office safety inspections to ensure compliance with health and safety standards and maintain a secure working environment.
• Plan, coordinate, and execute a variety of office events such as holiday celebrations, summer gatherings, and ongoing employee engagement initiatives.
• Support recruiting initiatives by coordinating logistics for career fairs, industry conferences, and other external hiring events.
• Oversee the upkeep and organization of all office areas, including conference rooms, break room, production and server rooms, as well as general office, hallway, and storage spaces.
• Provide logistical and hospitality support for in-office meetings, including setting up rooms and guest spaces, arranging visitor parking and directions, managing catering orders, and ensuring post-meeting clean-up.
• Manage procurement and inventory for all office needs including supplies, kitchen and breakroom items, personal protective equipment, and company-branded promotional materials.
• Support project management efforts by preparing meeting agendas, attendance sheets, and recording detailed meeting minutes.
• Assist field teams with administrative support, coordination, and logistics as needed.
• Coordinate printing and production of select documents and proposal materials to meet quality and deadline requirements.
• Work closely with other office locations to balance workload distribution and ensure project timelines are met.
• Monitor and maintain appropriate technology resources for staff, including hardware, software, and equipment; troubleshoot and resolve issues in collaboration with internal support teams.
• Review completed work to verify quality and compliance with company standards, providing feedback or corrections when necessary.
• Communicate and coordinate with building management for facility-related needs such as service requests, key card management, and review of monthly parking invoices.
• Prioritize and manage multiple tasks and responsibilities simultaneously, applying sound judgment to determine the most efficient order of completion.
• Deliver comprehensive document processing (DP) support for all internal and external communications, ensuring consistency with company and client standards.
• Provide regional DP services and actively contribute to the company-wide shared work pool when local document processing needs are minimal.
• Create, format, and finalize a wide range of document types—including technical specifications, design memoranda, reports, and general correspondence—using established company templates and brand formatting guidelines.
• Carefully proofread all completed documents to ensure accuracy in content, grammar, formatting, and adherence to company standards.
• Prioritize multiple projects simultaneously, applying sound judgment to determine task urgency and manage deadlines efficiently.

Benefits

• Carollo is committed to providing employees with a competitive, comprehensive benefits program that provides the support employees and their families need to lead healthy, productive lives.
• Carollo’s benefits package includes paid time off and holidays, comprehensive health insurance coverage, pre-tax savings account options for healthcare, dependent care and commuter expenses, disability insurance and life insurance options for you and your dependents.
• We also offer free Caregiver Support, Travel Assistance, counseling services, discount programs, and a Lifestyle Reimbursement Account.
• Other compensation that may be available includes: 401(k) company contribution matching, tuition reimbursement, discretionary bonuses, career advancement bonuses, professional registration bonuses, employee referral bonuses, and compensatory time for exempt employees.
• Flexible work arrangements may also be available.
• Eligibility for benefits varies based on employment status.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED