Office Administrator - Part time

Civil Science • Dickinson, ND

3h • Onsite

About The Position

Civil Science is seeking an experienced Part Time Office Administrator to support our North Dakota Management team in our Dickinson, ND Office. This is more than just an administrative role, it’s a key position that helps drive efficiency, culture, and collaboration within our growing firm. In this role, you will work closely with employee owners, ensuring seamless office operations and supporting the success of our North Dakota team. If you thrive in a fast-paced, team-oriented environment and take pride in creating a well-run, engaging workplace, we’d love to hear from you!

Requirements

• 5+ years of experience in coordination, administration, or operations
• Proficiency in Microsoft Office Suite
• Strong written and verbal communication skills
• Demonstrated ability to multitask, prioritize, and adapt in a fast-paced environment
• Superior organization skills with an eye for details
• Self -starter, with ability to work independently as well as part of a team and perform assigned and unassigned tasks.
• Attention to detail and accuracy.
• Ability to effectively maintain confidentiality
• Ability to balance administrative efficiency with fostering a positive workplace culture.
• Strong organizational and problem-solving skills for managing competing priorities.
• Clear and proactive communication with leadership and staff ensuring alignment with operational goals.
• Ability to adapt to evolving office needs and implement process improvements.
• Balancing Office Administrator roles while working within a Team.
• Demonstrate a willingness and ability to act in the best interest of the firm.
• Understanding of company policies, procedures, and budgets associated with this role.

Nice To Haves

• Previous experience in Engineering firm accounting with knowledge of governmental requirements
• Familiarity with Deltek Vantagepoint or Deltek Vision ERP
• 2-4 yr college degree
• Graphics software experience a plus

Responsibilities

• Manage the North Dakota Management team’s calendars, including scheduling meetings, conference calls, and other events.
• Attend key meetings, take notes and facilitate follow-up with both internal and external resources.
• Manage task lists and priorities to ensure deadlines are met.
• Screen telephone calls, incoming mail, and other correspondence
• Develop communication/documentation materials for Idaho management team, including use of spreadsheets and graphical tools
• Assist with special projects as needed
• Perform other administrative duties as assigned
• Process and verify client invoices, ensuring accuracy and compliance with company policies and NDDOT requirements.
• Work closely with other departments to gather financial information and provide support.
• Assist in the development of proposals.
• Work with and understand Accounts Payable and Accounts Receivable processes
• Monitor and manage the cultural health of all discipline staff assigned to the office, including implementation of events and activities focused on the improvement of office cultural health.
• Manage daily office operations, including facilities, supplies, and equipment maintenance.
• Coordinate with administrative staff, delegating tasks and monitoring performance to ensure efficiency.
• Develop and enforce office policies and procedures to maintain a safe, organized, and compliant workplace.
• Coordinate logistics for meetings, events, and travel arrangements for staff and leadership.
• Oversee vendor relationships and manage contracts for office services, including IT support, cleaning, and maintenance.
• Support budget tracking for office-related expenses, providing regular updates to administrative leadership.
• Address employee concerns related to office operations and work collaboratively to resolve issues.
• Ensure adherence to health, safety, and regulatory requirements within the office environment

Benefits

• Ownership in Your Future: At Civil Science, we’re proud to be a 100% employee-owned firm. Through our Employee Stock Ownership Plan (ESOP), you’ll have the chance to grow your career and save for retirement.
• Room to Grow: Say goodbye to corporate red tape. Our agile structure empowers you to take ownership of projects, explore new roles, and accelerate your career.
• Work-Life Harmony: Your time outside of work matters. We offer flexibility to ensure your career complements your personal life.
• Comprehensive Benefits (Fulltime Employees): Enjoy three weeks of PTO, eight holidays, medical, dental, vision, life insurance, short/long-term disability, tuition reimbursement, and a 401K plan.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 101-250 employees