Supervisor Office Administrator

HNTB Corporation•Chicago, IL

17d•Onsite

About The Position

This opportunity entails the coordination of a broad range of administrative functions typically in support of larger, more complex offices which may consist of multiple locations. Serves as primary management liaison for staff regarding administration issues. Manages office workload and coverage, and manages performance of direct report.

Requirements

High School Diploma/GED or equivalent
8 years related experience

Nice To Haves

Ability to maintain confidentiality
Planning, time management and organizational skills
Ability to balance multiple tasks and changing priorities
Attention to detail
Demonstrated ability to compose, edit and proof read written documents (routine letters, business correspondence and reports of varying complexity)

Responsibilities

Performs administrative duties in support of office staff including, coordinating and scheduling calendar appointments, meetings and travel, preparing a variety of correspondence under general guidance, receiving and directing incoming calls and welcoming visitors.
Furnishes information and responds to routine correspondence when necessary.
Coordinates the receipt, distribution and delivery of mail both to and from the office.
Coordinates local policy and procedures with the appropriate corporate and/or divisional functions to ensure full and complete procedures are in place covering assigned areas.
Recommends changes in process or procedure to management.
Prepares reports, gathering and summarizing a variety of data from multiple sources.
Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.
Prepares and submits expense reports on behalf of office staff, securing and maintaining supporting documentation and ensuring accurate coding of expense items.
Supports Accounts Payable functions by accurately coding and processing invoices.
May provide supervision and direction to A/P staff.
Tracks and coordinates the acquisition and distribution of materials, supplies and equipment.
Maintains inventory of furniture and equipment.
Working with Corporate Procurement and facilities, assists with office moves.
Coordinates with facilities on any building maintenance issues.
May track mileage and ensure maintenance of vehicle fleet.
Organizes and coordinates events for the office.
Delivers new hire orientation when needed.
Performs other duties as assigned.