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    Office Administrator - Bismarck, United States - Moore Engineering

    Moore Engineering
    Moore Engineering Bismarck, United States

    3 weeks ago

    Default job background
    Description

    As an Office Administrator, this position oversees the day-to-day operations of assigned office(s) to ensure smooth and efficient operations and provides administrative support to all groups as needed.

    As a 100% employee-owned company, we all share responsibility for making Moore Engineering a rewarding workplace while providing critical engineering services to communities around the region. At Moore Engineering, we care about each other, our clients, and the communities we serve. It's this collective passion that drives excellence in everything we do.

    ESSENTIAL DUTIES AND RESPONSIBILITIES:

    Strategic Services Support

    • Coordinates with IT regarding computer issues, system upgrades, setups
    • Coordinates with HR regarding On/Offboarding, Interviews, Employee Events/Gifts
    • Coordinates with Accounting regarding office invoices, credit card statements, budgeting
    Operations
    • Welcome clients, guests, and visitors to the organization with a friendly and professional
      demeanor
    • Answering multi-line phone system (screening/transferring all inbound and interoffice calls for all
      offices)
    • Coordinates facility management needs (snow removal/office cleaning/security maintenance/
      general building maintenance)
    • Coordinates with vendors to order office supplies/equipment
    • Distributes/prepares incoming and outgoing mail/packages (mass mailings)
    • Schedules meetings and webinars, arranges meal requests, prepares conf./training rooms,
      arranges lodging and travel needs for employees
    • Leads the planning and execution of Conferences, Community, and Company events
    • Runs office/project related errands, as needed
    • Upholds brand standards (project folder structure/naming, processes
    Project Coordination
    • Format/edit/proofread correspondence (letters/reports/forms/templates/etc.)
    • Leads project manual setup (front ends/specifications/reports/etc.)
    • Creates compiled documents for plans, specifications, reports, etc.
    • Manages online bidding process (advertising/uploading/distribution/bid opening)
    • Construction Contract Administration
    • Prepares Contracts and ensures contract is fully executed between Owner and
      Contractor
    • Prepares financial workbook docs for projects
    • Ensures appropriate Construction documentation is managed (change orders/work
      orders/punch lists/etc.)
    • Performs Project closeout
    • Leads project production (printing/binding)
    • Exercises independent judgement on basic or moderately complex issues regarding job.
    • Other Duties as Assigned
    QUALIFICATION REQUIREMENTS
    • Associates degree in a related field or equivalent combination of education and experience
    • Five years administrative support experience in a professional environment
    • Experience with multi-task responsibilities with limited direct oversight within established
      guidelines.
    • Preferred experience with project coordination with multiple, large projects occurring
      simultaneously
    • Experience with financial/accounting software preferred
    • Experience with budget and performance tracking and analysis preferred
    • Proficient in Microsoft 365 and Adobe Suites
    • Excellent time management and organizational skills with a proven ability to meet deadlines
    • Excellent interpersonal and customer service skills; ability to connect with many stakeholders
      and provide a warm and professional experience for those stakeholders
    • Excellent verbal and written communication skills
    • Ability to maintain confidentiality of company information
    • Ability to perform a variety of technical service/support duties that require specialized
      knowledge.
    • Ability to perform tasks with little instruction on day-to-day work; majority is self-directed.
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