Office Administrator

WSP•Phoenix, AZ

5h•Onsite

About The Position

WSP is seeking a Receptionist / Office Administrator for its Phoenix, Arizona office. The role supports staff and projects in the Materials Testing group, contributing to a growing organization focused on meeting client objectives and solving client challenges. The position provides office administration, reception, meeting and training coordination, onboarding assistance, safety and compliance coordination, and additional support for project, financial, marketing, accounts payable, and IT activities as assigned.

Requirements

At least 1 year of experience in administrative support.
High school diploma or GED.
Able to work independently as a self-starter and take on tasks with little direction or supervision.
Professional and positive when interacting with colleagues, clients, guests, and other office employees.
Competence using Microsoft Office applications, particularly creating Excel spreadsheets, formatting Word documents, and developing PowerPoint presentations.
Comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks.
Excellent interpersonal, written, and verbal communication skills.
Initiative and ability to anticipate needs and complete important tasks without being asked.
Able to prioritize assignments with minimal supervision, with time management, resourcefulness, attention to detail, and follow-through.
Strong team-player skills.
Able to exercise discretion and maintain confidentiality.
Technological skills necessary for data entry, managing team calendars, and creating company reports as needed.
Responsible and ethical decision-making regarding company funds, resources, and conduct, and adherence to WSP's Code of Conduct and related policies and procedures.
Track record of upholding workplace safety and ability to comply with WSP's health, safety, drug/alcohol, and harassment policies.

Nice To Haves

Experience in the consulting industry.

Responsibilities

Provide administrative support to office staff, including scheduling team, project, and client meetings; drafting minutes; following up; communicating; coordinating activities; arranging catering; preparing meetings; and providing day-of on-site support such as printing, travel assistance, and AV support.
Handle general office administration, maintain office upkeep, and liaise with building management and facilities staff regarding maintenance requests and issues.
Serve as receptionist by welcoming guests, admitting clients and service personnel to the building, and asking visitors to sign in and out.
Process incoming and outgoing U.S. and overnight mail, distribute incoming packages, and prepare FedEx shipping labels.
Assist with new-hire onboarding, including I-9 completion, coordination of required IT equipment, and collection of equipment from departing employees.
Coordinate on-site training events with outside vendors and online webinars as directed.
Coordinate office safety and compliance programs and maintain office standards, including bulletin boards, fire extinguisher and AED inspections, AED/CPR certification, and first-aid kits.
Provide project assistance as needed, including scanning data sheets into project folders; maintaining project plans, quality plans, procedures manuals, and workflows; reviewing reports and correspondence for quality; and coordinating other work.
Assist office leaders with financial reports as assigned, including consolidating spreadsheets, tracking data, tracking senior staff, supporting travel and expense reports, and preparing monthly or periodic national budget or utilization reports.
Assist marketing leads with tracking RFPs and proposal timelines and with proposal delivery.
Assist with processing office Accounts Payable and Sub queue invoices.
Serve as an on-site point of contact for coordinating IT issues with the Service Desk team as assigned, including computer setup, returning out-of-service machines, addressing server, HVAC, or other equipment issues, assisting with AV setup, and responding to Service Desk requests for information.