Office Administrator

Braun Intertec Corporation•Allen, TX

1d•$39,600 - $59,400•Hybrid

About The Position

This position provides administrative support for projects and office locations/departments. Responsibilities for these individuals may vary based on assignment. There are five levels of this job: Office Administrator I, Office Administrator II, Office Administrator III, Office Administrator IV, and Office Administrator V (or Senior Office Administrator). This description covers all; the differentiation will be based on tenure in the role at Braun Intertec or elsewhere and the additional expectations as indicated below. ESSENTIAL DUTIES and RESPONSIBILITIES: Responsibilities related to office/department support could include any of the following – all should be considered “as appropriate/assigned”. These responsibilities applicable to all levels of position: · Take calls placed to office location, provide information, and/or direct/forward appropriately. Operate and maintain phone system. Assist clients with routine requests and in the absence of the Project Manager. · Greet/direct/assist office/department visitors (both internal and external). · Provide assistance in various internal initiatives (including event/meeting set up, safety initiatives, or other). · Coordinate meetings, lunches, travel, and seminars/conferences including all logistical arrangements. · Department/Office related expense and invoice coordination, including coding and submission to Finance. · Create and maintain spreadsheets/documentation in order to track usage, purchase orders, and other statistical items as associated with office location/department. · Responsible for office supplies: ordering and maintaining business and office supplies through a company-designated source. · Prepares out-going mail, UPS Shipments, and arranging for courier services. · Operates and maintains copiers, binding equipment, postage machine, and other various business equipment,. · Prepare and assist with various power point presentations, forms, signs/flyers, and statistical reports. · Participate in production meetings, produce meeting minutes, generate/compile operations reporting. · Other administrative duties, as assigned. Responsibilities related to Project support could include any of the following – all should be considered “as appropriate/assigned”. These responsibilities applicable to Levels III and above: · Perform final formatting review and deliverable generation for reports/proposals: to include adherence to Braun Intertec Document Standards related to both Word and Adobe/PDF capabilities. · Verify and input data/information into a variety of software systems to be used for deliverables. (Can include OpenGround, OnBase, Microsoft Suite, the ERP system, etc.) · Assist with Project File Clean Up and Archiving. · Assist Project Management staff with organization of project information and documentation, (Includes the ERP System, SharePoint, Metafield, etc.), including research of historical Braun Intertec projects. · Other project-related duties, as assigned. Position progression: · Office Administrator Level I: Entry level position where responsibilities should only come from the “Office/Department support” list above. This position does not support Project work. · Office Administrator Level II: All skills to perform required duties are acquired and performed without additional direction/guidance. May include introduction of Project Support work duties, where applicable. Level II will be “entry level” for positions where Project Support is required upon hire. · Office Administrator Level III: All skills to perform Project Support work are acquired and performed with limited to no direction/guidance. Work is performed autonomously and additional duties/skills can be assigned. Includes assignment of responsibility for project support workload. · Office Administrator Level IV: Train/coach/mentor/audit other administrative staff – audit deliverable work such that all Braun Intertec Document Standard concerns are addressed. Where process improvements can be made, collaborate with PM/Office/Dept/etc and lead to improve. · Office Administrator Level V: May lead/supervise other administrative staff. Partner with PMs/office leads on more complicated requests and/or office improvements. Has working knowledge of Technical Writing Guides or other Technical aspects of Braun Intertec work to audit reports and collaborate with authors for such items. Develop template documents to be submitted to Technical Practice Team for approval/review. An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. The above list reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned for the position.

Requirements

Demonstrated ability to organize and prioritize multiple tasks efficiently and simultaneously with minimal supervision.
Strong analytical and problem-solving skills.
Accurate typing and data entry skills.
Good communication/customer service skills via telephone, e-mail, and in-person interactions.
Ability to maintain flexibility in stressful peak times.
Ability to read and check for appropriate use of English language in documentation and correspondence.
Ability to read and comprehend instructions and correspondence.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
High school diploma or equivalent, some post-secondary education preferred
At least one year of administration experience preferred
Microsoft Office Suite experience required, other database experience preferred

Responsibilities

Take calls placed to office location, provide information, and/or direct/forward appropriately.
Operate and maintain phone system.
Assist clients with routine requests and in the absence of the Project Manager.
Greet/direct/assist office/department visitors (both internal and external).
Provide assistance in various internal initiatives (including event/meeting set up, safety initiatives, or other).
Coordinate meetings, lunches, travel, and seminars/conferences including all logistical arrangements.
Department/Office related expense and invoice coordination, including coding and submission to Finance.
Create and maintain spreadsheets/documentation in order to track usage, purchase orders, and other statistical items as associated with office location/department.
Responsible for office supplies: ordering and maintaining business and office supplies through a company-designated source.
Prepares out-going mail, UPS Shipments, and arranging for courier services.
Operates and maintains copiers, binding equipment, postage machine, and other various business equipment.
Prepare and assist with various power point presentations, forms, signs/flyers, and statistical reports.
Participate in production meetings, produce meeting minutes, generate/compile operations reporting.
Other administrative duties, as assigned.
Perform final formatting review and deliverable generation for reports/proposals: to include adherence to Braun Intertec Document Standards related to both Word and Adobe/PDF capabilities.
Verify and input data/information into a variety of software systems to be used for deliverables. (Can include OpenGround, OnBase, Microsoft Suite, the ERP system, etc.)
Assist with Project File Clean Up and Archiving.
Assist Project Management staff with organization of project information and documentation, (Includes the ERP System, SharePoint, Metafield, etc.), including research of historical Braun Intertec projects.
Other project-related duties, as assigned.