Senior Coordinator, Administrative Support

WSP•Exton, PA

1d•Onsite

About The Position

The Office Administrator provides day-to-day administrative support and project assistance to help ensure efficient office operations. Workplace Administrators are expected to work from an office location four to five days per week; temp agency administrators must be onsite five days per week. Some offices may require additional in-office days, and work schedules must follow the weekly plan approved by the Area Admin Manager. The role may involve travel between assigned offices in a metro area to provide onsite support, with mileage reimbursed when interoffice travel is requested. Indirect overtime requires prior approval from the Area Admin Manager. The administrator prioritizes core assignments, including reception and visitor management; onsite support; meeting preparation; coordination with local managers; HR requests; onboarding and offboarding; purchasing, shipping, accounts payable and expense-report tasks; Workplace ServiceNow ticket support; and upkeep of the physical office, including kitchen and coffee areas. The role also requires accurate and timely personal timecards, weekly reports, and monthly office checklists, as well as familiarity with Horizon processes for timecards, expenses, supplier review, procurement, and accounts payable. Additional duties include general office administration and building-management liaison work; handling mail, faxes, and packages; coordinating large-format printing; supporting office safety and compliance; and, when assigned, assisting with project tracking, senior staff travel and expenses, timecard administration, regional fleet coordination, or IT issue coordination. The administrator is expected to engage professionally and positively with colleagues and leaders, provide proactive and responsive support, attend team meetings and required training, and follow the company’s Code of Conduct and related policies. Other duties may be assigned based on business needs.

Requirements

At least 5 years of experience.
High school diploma.
Self-starter able to take on tasks with little direction or supervision.
Professionalism and a positive attitude when interacting with colleagues, clients, guests, and other employees.
Advanced competence with Microsoft Office applications, especially creating Excel spreadsheets, formatting Word documents, and developing PowerPoint presentations.
Comfort 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.
Ability to prioritize assignments with minimal supervision, with time management, resourcefulness, attention to detail, and follow-through.
Dedicated team player.
Ability to use discretion and maintain confidentiality.
Technological skills to perform data entry, manage team calendars, and create company reports as needed.

Nice To Haves

Experience in the engineering consulting industry.
Knowledge of Oracle and Adobe Professional.

Responsibilities

Provide day-to-day administrative support and project assistance for efficient office operations.
Provide front-desk reception and visitor management and serve as an onsite point of contact for office support.
Support meetings onsite, including printing, catering, and meeting preparation.
Coordinate with local managers and support HR requests, onboarding, and offboarding.
Support purchasing, shipping, accounts payable vendor onboarding and invoice processing, and weekly p-card expense report reconciliation.
Provide Workplace ServiceNow ticket support and maintain the physical office, including kitchen and coffee areas.
Submit accurate and timely personal timecards.
Submit a weekly Admin Report with daily task details, meetings, facility issues, work location, supplemental and stretch assignments, project charges, and comments or concerns.
Complete monthly Workplace Admin Checklists for assigned offices, including remote offices, and submit them on schedule; enter safety-check items into iSMS by month-end.
Use knowledge of Horizon timecard, expense, supplier review, procurement, and accounts payable processes to assist staff and the business line.
Maintain office spaces and liaise with building management about maintenance issues and building or parking access cards.
Process incoming and outgoing U.S. and overnight mail and distribute incoming faxes and packages.
Coordinate large printing and plotter requests with ARC.
Coordinate office safety and compliance, including office standards, fire-extinguisher inspections, AED/CPR certification, and first-aid kits.
When assigned, track task orders and project contracts, maintain project plans and procedure manuals or workflows, review reports and correspondence for quality, and coordinate other field work.
When assigned, assist senior staff with travel and expense reports.
When assigned, administer employee timecards and ensure they are completed and submitted weekly.
When assigned, assist with the regional fleet program in coordination with the national vehicle lead and facilities administration teams.
When assigned, coordinate onsite IT issues with the Service Desk team.
Engage professionally and positively with the administrative team, office staff, and leaders in person, on calls, and on collaboration sites.
Proactively coordinate staff events, respond in a timely manner, serve as a local office communications liaison, participate in team meetings, and attend mandatory training.
Exercise responsible and ethical judgment concerning company funds, resources, and conduct, and comply with the Code of Conduct and related policies.
Perform other duties as required by business needs.