Office Administrator I

Aztec Engineering Group, Inc,•Phoenix, AZ

3d•Onsite

About The Position

We are currently seeking resumes from qualified, responsible, self-sufficient, energetic Office Administrator I’s for our Phoenix, Arizona office. The ideal candidate will be motivated to develop and build their personal knowledge and skills to assist with the growth and success of the office. We offer a friendly, professional atmosphere with excellent benefits and a salary commensurate with experience.

Requirements

Minimum Education: High School diploma or equivalent.
Minimum one (1) year of administrative experience.
Ability to manage time with some supervision.
Accept multiple tasks with interruptions by setting and redirecting priorities in a professional manner.
Ability to work with staff at all levels and communicate effectively both verbally and in writing.
Well-organized and detail oriented.
Must be comfortable taking the initiative to handle situations with tact, diplomacy, and respect.
Proficiency in the use of Microsoft Outlook, Word, Excel, Adobe Acrobat, and navigating the internet for research purposes.
Valid Driver's License, with the ability to maintain insurability under the company's insurance carrier.

Nice To Haves

Communicative – interacts openly with others; can maintain relationships, works well independently or with a team.
Consultative - Consults with other disciplines as needed; tolerates different perspectives or opinions.
Decisive & Action Oriented - Has a high level of energy and stamina; gets things done; makes sound educated but rapid decisions even when short of information; enjoys managing challenging projects and works well in fast-paced and pressure environments.
Self-motivated and proactive
Flexible - Adapts to new challenges and circumstances; able to multi-task; thrives on variety and frequently changing environments; creative problem solver.
Resourcefulness, with minimal direction.
Analytical – Uses sound data, and procedures, and follows all laws, rules, and regulations but is a solutionist or problem-solver.
Conscientious and Organized – Believes professional integrity is paramount; understands the importance of project records; responsive to clients and deadline oriented; quality oriented.
Working knowledge of dealing with a diverse population while using tact, diplomacy, and respect.

Responsibilities

Provide administrative support for multiple team members in a fast-paced environment focusing on purchasing, travel coordination, front desk responsibilities, day-to-day facilities items, and TRP coordination.
Answering, screening, and directing all incoming calls.
Greeting visitors and directing them as necessary.
Provide basic and accurate information in person and via phone/email.
Receive and distribute daily mail/deliveries.
Update calendars, schedule meetings, make catering arrangements, and clean up after catering.
Perform other clerical duties such as filing, scanning, and photocopying.
Make shipping arrangements through UPS, FedEx, US Mail, courier, etc.
Organize, track, and restock company equipment and supplies.
Properly document and maintain a record of office equipment.
Research and purchase office services and supplies.
Organize, inventory, and restock supplies.
Assist with budget adherence.
Prepare backup for weekly and monthly credit card statements.
Request, manage, verify, compare, document, and communicate vendor quotes and purchases.
Book corporate travel, send calendar invites, and reconcile credit card statements for travel purchases.
Pull reports for unused airline tickets.
Check rental vehicles for damage, sign rental agreement paperwork, notify employee(s) of the delivered vehicle, and arrange for delivery and pickup of rental vehicles.
Properly document and maintain records of vehicle/driver incidents involving rental vehicles for insurance purposes.
Request facility repairs and maintenance for offices.
Request, manage, verify, document, and communicate vendor office visits.
Properly document and maintain a record of vendor contacts.
Prepare workstations and supplies for new and terminating employees.
Tracking the Trip Reduction Program (TRP) by preparing the annual TRP plan, conducting annual survey, coordinating award drawings, and compiling required documentation.
Assist the Office Administrator II with miscellaneous tasks.
Perform other general administrative responsibilities as assigned.
Perform other duties as assigned.