Office Administrator

CARDINAL CIVIL RESOURCES

1d•Onsite

About The Position

Cardinal is seeking an Office Administrator to join our dynamic and growing team. As an Office Administrator, you will support the business and help improve workplace communication and efficiency. You will conduct yourself with high integrity and excellent attention to detail.

Requirements

A high school education or equivalent is required
Minimum 3 years of experience as an Office Administrator or proven experience in an administrative or office support role.
Microsoft Office Suite (required)
Great attendance, punctuality, and reliability.
Work independently and as part of a team.
Strong attention to detail and accuracy.
Outstanding interpersonal skills and effective written and verbal communication skills.
Excellent organizational and time management skills to multi-task and prioritize projects.
Discretion and professionalism when handling confidential information.

Nice To Haves

Minimum 2 years of experience in Construction, Engineering, or Surveying environment preferred.
Fleet Management (preferred)
Asset Management (preferred)

Responsibilities

Answer and direct incoming phone calls.
Greet walk-in visitors.
Receive, sort, and distribute the mail.
Order, maintain, and restock office and water supplies via approved vendors.
Order and maintain print and plotter supplies.
Coordinate and schedule meetings, conferences, and events, including making travel arrangements and managing logistics.
Review and respond to emails daily.
Facilitate communications accurately and promptly between departments.
Manage displays in office of valid licenses and certifications for departmental employees and professionals.
Organize, scan, and maintain physical and electronic records, files, and databases.
Oversee the maintenance and organization of the office environment, ensuring it is clean, safe, and well-equipped.
Serve as the point of contact between Cardinal and external parties, including clients, vendors, and other stakeholders.
Serve as the point of contact for IT-related issues within the office, liaising with the IT company to resolve computer, software, or network-related problems.
Coordinate repairs and maintenance services for the office and equipment.
Assist HR with coordination of driver onboarding and offboarding processes, ensuring all necessary documentation is completed and up to date.
Provide support and training to drivers and supervisors on using Verizon Connect, Car Advise, and Shell Fleet Solutions systems.
Address system issues, service inquiries, or technical support needs promptly.
Stay informed about new features, updates, and training opportunities our fleet vendors provide.
Ensure all vehicles are appropriately equipped with Verizon Connect devices and function correctly.
Coordinate fuel card issuance and ensure proper usage and compliance with fueling guidelines.
Ensure timely completion of all maintenance and repair work to minimize vehicle downtime.
Coordinate and monitor inspection deadlines with authorized supervisors and follow up to ensure inspections are conducted on time and promptly address any necessary repairs.
Maintain driver records, including licenses, certifications, and training documentation.
Maintain records of inspection dates, results, and any identified issues or corrective actions taken.
Track and maintain accurate and up-to-date records related to fleet management, including vehicle registrations, insurance documents, service records, warranties, lease agreements, and other contractual documents.
Generate regular reports on fleet performance, including fuel consumption, maintenance costs, and vehicle utilization, using Verizon Connect and Shell Fleet Solutions data.
Assist with asset management (add/remove/update/assign assets as necessary).
Assist in preparing and editing documents, reports, and presentations.
Assist Human Resources with safety, onboarding, and training of employees.
Assist HQ with renewing company licenses, leasing, and insurances (auto/liability).
Assist with new office setup (when and where needed, if applicable).
Assist with making travel arrangements for field crews.
Assist other departments if necessary.
Handle sensitive information with discretion and maintain confidentiality when dealing with confidential records, employee matters, or other sensitive issues.
Complete required safety training courses on HSI.
Ensure safety guidelines and regulations are followed in the department.
Report any accident/injury with proper documentation to the safety officer and Human Resources.
Perform other duties as assigned.