Office Administrator

Geosyntec Consultants • Yakima, WA

19d • Onsite

About The Position

Geosyntec is hiring an Office Administrator for its Yakima, Washington office. The role provides high-level administrative support to environmental practitioners and technical staff in a busy engineering consulting environment, including managers, practice area leaders, and technical staff. It supports administrative operations, client deliverables, marketing materials, project administration, and day-to-day office needs. The Office Administrator also serves as the local HR point of contact, coordinating local HR and Health & Safety functions and inquiries with Corporate HR and H&S staff in accordance with company policies and guidelines. The role is suited to someone who can work in a fast-paced, deadline-oriented environment and manage multiple projects simultaneously.

The position handles local office operations, employee onboarding coordination, facilities and vendor relations, purchasing, travel, communications, and administrative support for marketing and project teams. It may also include driving personal, company, or rental vehicles to business locations, as needed, and additional Project Administration duties at the request of the Operations Manager.

The typical base salary range for the Yakima, WA position is $32.00–$38.54 per hour or $80,168.40–$99,870 per year. Actual compensation depends on education, experience, skill set, and location. Geosyntec describes itself as an international engineering and consulting firm serving private- and public-sector clients on environmental, natural resource, and civil infrastructure challenges.

Requirements

• High school diploma and six years of experience, or an associate degree or college diploma in business, human resources, accounting/finance, or office procedures and at least four years of progressively responsible experience, preferably as an Office Administrator or Administrative Assistant; equivalent combinations of education, experience, and training may qualify.
• Experience with word processing and Microsoft software, or equivalent knowledge, skills, and abilities to perform the job.
• Proven ability to exercise independent judgment, use interpersonal skills, understand the larger picture, think critically, and solve problems.
• Ability to prioritize and organize work effectively, work independently, take initiative, and handle multiple tasks professionally and in an organized manner.
• High attention to detail and quality, a strong work ethic, and ability to maintain confidentiality.
• Advanced proficiency in a Windows environment, including Microsoft Word, Excel, PowerPoint, Internet Explorer, and Outlook.
• Ability to work flexible and additional hours on short notice and maintain a positive, team-focused attitude.
• Valid U.S. driver’s license and satisfactory driving record for business travel.

Nice To Haves

• Directly relevant work experience in a professional environment, preferably with a consulting or client-service focus.
• Familiarity with procurement software.
• Experience navigating and creating SharePoint sites.
• Familiarity with one or more ERP systems.

Responsibilities

• Serve as a liaison between the local office or Operation and Corporate management and staff; respond to common inquiries or direct specialized questions to appropriate Corporate departments.
• Orient new local employees on office practices and coordinate completion of employment documents with Corporate HR.
• Coordinate new-employee orientation meetings with Accounting, H&S, HR, and Information Technology, as needed; assist managers with office space needs and systems access.
• Ensure proper procedures are followed for company vehicle operations and maintenance and arrange supplemental vehicle rentals or leases when needed.
• Liaise with the building leasing company, building maintenance, vendors, advertising solicitors, and office visitors; maintain security files such as building security cards and office keys.
• Solicit estimates and bids for major office purchases and equipment or furniture leases; assist with lease review and negotiation, ensuring contracts receive Corporate Legal review and approval.
• Coordinate office relocations, obtaining required expenditure and layout approvals from local and Operations management.
• Oversee office supply purchases and service calls for equipment repair; track purchases through purchase order procedures.
• Liaise with Corporate Accounting, maintain and balance the office checking account, and assist with budgeting.
• Understand the operation of computer, telecommunications, photocopying, scanning, and fax systems, related software, equipment, and vendors.
• Plan and execute staff holiday activities and other events with management approval.
• Oversee consulting staff travel arrangements.
• Coordinate employment authorization documentation for foreign national hires and the timely completion of the Employer Section 2 Form I-9 verification process in the U.S., with HR.
• Assist local hiring teams with interview scheduling and follow-up, as needed; direct current and former employee employment and immigration verification requests to HR.
• Communicate corporate policy or process updates and changes to local employees.
• Drive personal, company, and rental vehicles to client or company project sites, offices, and other business locations as needed.
• Perform additional Project Administration duties at the Operations Manager’s request.
• Support public notices and advertisements as needed; assist with marketing activities, client contact, mailing lists, statements of qualifications, and required follow-up.
• Process proposal or business-development letters, memoranda, and local reports of varying complexity and confidentiality using Microsoft Office software; print, compile, and deliver proposal documents as needed.
• Support the procurement queue, including creating purchase and work orders through the procurement system.
• Support and analyze project financial data for review with project teams.
• Create and maintain project files as directed by Project Managers.
• Act as a liaison between Project teams and the Regional Finance Team.
• Support project teams by scheduling staffing, kick-offs, and general project meetings.
• Track project deadlines and budgets as directed by Project Managers.
• Perform earned value analysis with input from Project Managers.
• Assist with setting up new clients in the ERP system as directed by Project Managers or Directors.

Benefits

• Nine paid holidays and two floating holidays.
• A minimum of eight sick days per year, in line with state or federal requirements.
• A minimum of eleven vacation days per year, in line with state or federal requirements.
• Medical insurance for eligible employees and their families.
• Dental insurance for eligible employees and their families.
• Vision insurance for eligible employees and their families.
• Life insurance for eligible employees and their families.
• Disability insurance for eligible employees and their families.
• 401(k).
• A variety of leaves of absence and other benefits for eligible employees.
• Well-being programs to support employees and their families.
• Competitive pay.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree