Office Administrator - #2893

Wade Trim•Cleveland, OH

19h

About The Position

We are looking for an Office Administrator to join our Administration to improve infrastructure in our Cleveland office. The candidate must have a high school diploma and have seven to ten years of related office experience. The candidate must also be self-motivated, work well with others, and have excellent writing, organizational, and communication skills.

Requirements

High school diploma
7-10 years of related experience
This position requires strong leadership and communication skills and excellent organizational skills to accommodate multiple tasks simultaneously.
This position requires a professional demeanor when dealing with all individuals at all levels. Must be easily understood by other employees, clients, and vendors.
Microsoft Office software (Word, Excel, Outlook, etc.)
Personal computer.
Multi-line telephone system.
Multi-functional printer.
Postage machine.

Responsibilities

Manage requests submitted through the Administrative Support Desk ticketing system, ensuring timely proofreading, formatting, and finalization of documents such as transmittals, memorandums, correspondence, agreements, amendments, reports, meeting agendas, meeting minutes, and contract specifications.
All administrative correspondence should be saved in ProjectWise to ensure a centralized, secure, and auditable record of project communications. Storing emails, letters, meeting minutes, and related documents in the system to help maintain version control, supports regulatory compliance, and ensures all team members have access to the most current and complete information.
Prepare and distribute outgoing documents via regular United States Postal Service and United Parcel Service, ensuring accurate addressing, proper packaging, and selection of appropriate shipping methods. Track shipments, maintain mailing records, and coordinate delivery timelines to ensure timely and secure receipt of materials.
Oversee all building functions including landscaping, maintenance, invoice payments, HVAC, office equipment management, and supply orders.
Budget management for office location, including third-party vendors.
Serve as acting safety lead for office location by conducting monthly safety inspections, maintaining and updating Safety Data Sheets (SDS), and exercising sound judgment and discretion to address and resolve safety concerns as they arise.
Serve as acting office receptionist, managing front-desk operations including greeting and assisting visitors, answering and directing phone calls, coordinating client interactions, scheduling and supporting meetings, order catering, and preparing conference rooms to ensure meetings run smoothly.
Maintain local and corporate office administration policies and procedures.
Implement and maintain office administration projects.
Identify compliance of policies and procedures by office personnel.
Maintain and recommend budgets for indirect expenses/capital expenditures.
Review and approve office supply purchase orders in accordance with standard purchasing procedures.
Maintain all office furniture and equipment except for computer-related equipment.
Maintain office inventory list/database.
Oversee record retention procedures with regards to file audits.
Assist the project manager with contract reviews.
Organize office/event functions (i.e., client entertainment, technical functions, engineering firm week, summer BBQ, holiday party, etc.).
Assist Corporate groups as needed.
Research special projects as assigned.
Maintain a safe working environment.

Benefits

medical
dental
vision
life insurance
short and long-term disability coverage
education reimbursement
401(k)
performance bonuses
employee stock program
Employee Resource Groups and Programs offered include the Young Professionals Group, Women at Wade Trim, The Inclusion Experience, Professional Development, Leadership Development, Rotation Program, Mentor Program, Sustainability Program, and Wellness Program.