Office Administrator

Geosyntec Consultants, Inc. • Yakima, WA

21d • $80,168 - $99,870 • Onsite

About The Position

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

The position covers local office operations and employee onboarding, coordination with Corporate departments, facilities and vendor relationships, purchasing, accounting liaison work, travel arrangements, local hiring support, and employee communications. It also supports marketing and business development activities, including client contact, mailing lists, statements of qualifications, proposal materials, and related follow-up. Project administration duties include procurement support, project financial analysis, file maintenance, coordination with project and finance teams, meeting and staffing schedules, tracking deadlines and budgets, earned value analysis, and setting up new clients in the ERP system. The role may also perform additional Project Administration duties at the Operations Manager’s request and drive personal, company, or rental vehicles for business purposes as needed.

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 are also accepted.
• Experience with word processing and Microsoft software, or equivalent knowledge and skills to perform the job.
• Proven ability to use independent judgment, interpersonal skills, critical thinking, and problem-solving, and to act independently while understanding the broader context.
• Ability to prioritize and organize work, work independently, take initiative, and handle multiple tasks professionally and in an organized manner.
• Strong 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, with 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 general inquiries and direct specialized questions to the appropriate Corporate departments.
• Orient new local employees on general office practices and coordinate completion of employment documents with Corporate HR.
• Coordinate orientation meetings with Accounting, Health & Safety, HR, and Information Technology, and assist managers with office space and systems access needs.
• Ensure procedures are followed for company vehicle operations and maintenance, and arrange supplemental vehicle rentals or leases as needed.
• Liaise with the building leasing company, maintenance providers, vendors, advertising solicitors, and office visitors; maintain building security files.
• Solicit estimates and bids for major office purchases and equipment or furniture leases; assist with lease review and negotiation and ensure contracts receive Corporate Legal approval.
• Coordinate office relocations, obtaining required expenditure and layout approvals from local and Operations management.
• Oversee purchases of office supplies and equipment repair service calls, tracking 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 and their associated software, equipment, and vendors.
• Plan and execute staff holiday activities and other events with management approval.
• Oversee travel arrangements for consulting staff.
• Ensure foreign national hires provide valid employment authorization documents and that copies reach HR; coordinate timely completion of the Employer Section 2 Form I-9 verification process for U.S. hires.
• Assist local hiring teams with interview scheduling and follow-up as needed; direct employment and immigration verification requests for current and former employees to HR.
• Assist with communicating corporate policy and process updates 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, as needed.
• Support public notices and advertisements as needed.
• Assist with marketing activities, including client contact, mailing-list preparation and maintenance, preparation of statements of qualifications, and follow-up.
• Prepare 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 by creating purchase and work orders in 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 project 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 and a minimum of eleven vacation days per year, in line with state or federal requirements.
• Medical, dental, and vision insurance for eligible employees and their families.
• Life and disability insurance.
• 401(k).
• A variety of leaves of absence and other benefits for eligible employees.
• Well-being programs to support employees and their families.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED