Office Operations Administrator
About The Position
GFT is seeking an Office Operations Administrator to join our Strategic Services team in West Palm Beach, FL! This role follows an on‑site work model, requiring regular attendance in our West Palm Beach office (five days a week), and includes support for additional locations, which may involve occasional travel. The GFT Strategic Services team, which includes Human Resources, Legal, Accounting & Finance, Office Operations, IT Services and Marketing & Communications, are essential for managing and supporting the company's global operations. Strategic Services is part of a broader strategy to transform the business and improve efficiency. The support of this amazing team of professionals is the backbone of our ability to deliver infrastructure consulting and design services. What you will be challenged to do: This is an excellent career opportunity for an experienced, motivated Office Operations Administrator who thrives in a collaborative team environment. The role highlights a customer-focused mindset and a passion for delivering exceptional quality and results on every project. As an Office Operations Administrator, you will independently carry out & manage the administrative office functions, providing administrative support to local Office Leadership as assigned and other staff within the West Palm Beach, FL office, and remote sites. In addition, you will provide assistance to the Office Operations leadership on practice initiatives, key corporate policies, and procedures. In this capacity, the successful candidate will be responsible for the following:
Requirements
- High school diploma required.
- 5 to 7+ years of relevant experience.
- Effective customer service skills.
- Strong written and verbal communication skills.
- Ability to multitask and prioritize.
- Strong organizational skills and attention to detail.
- Experience with event planning.
- Proficient in Microsoft Office Suite/O365 applications.
- Ability to problem-solve and analyze data.
- Resourceful and proactive.
- High level of professionalism and discretion in business matters to handle confidential information.
- Ability to identify, analyze, communicate, and implement process improvements.
Nice To Haves
- Bachelor's Degree.
- Previous administrative experience within an AEC (Architecture, Engineering, or Construction Management) firm.
Responsibilities
- Answer and direct office main line phone calls.
- Sort and distribute incoming mail and process outgoing mail.
- Assist with travel and meeting arrangements.
- Order lunches and assist with staff & client meetings.
- Receive vendor, guest, client visitations (i.e., security access, parking, amenities, seating, safety).
- Coordinate and manage activities / events and oversee the engagement & budget compliance of the Employee Engagement & Citizenship Program (EECP).
- Keep all pertinent office documentation updated (i.e., Manuals, SharePoint, Office Layout/Seating, etc.).
- Maintain office resources (i.e., workspace, furniture, supplies, office technology equipment, signage, etc.).
- Oversee the Safety Coordinator duties.
- Assist with office real estate closures, relocations & renovations.
- Perform new hire orientation and terminations for designated office(s).
- Prepare & submit office expense reports.
- Review and process vendor invoices.
- Prepare office agenda topics, attend, and document Office Leader hosted meetings.
- Serve as primary contact with building property management on security access, parking, and work order requests (i.e., HVAC, maintenance, etc.).
- Perform other job-related duties as assigned.
Benefits
- Comprehensive benefits package including wellness programs, parental leave, and pet insurance, in addition to medical, dental, vision, disability, and life insurance.
- Tax-deferred 401(k) savings plan.
- Competitive paid-time-off (PTO) accrual.
- Tuition reimbursement for continued education.
- Commitment to professional development, access to internal and external training programs, and support of active participation in professional organizations
- Incentive compensation for eligible positions.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
