Senior Office Administrator

Primary Responsibilities:

• Provide Administrative office leadership for the Los Angeles, Long Beach, and Ventura offices.
• Answer questions from the Admin. staff and guide them on deadlines, situations, tasks, and purchases.
• Supervise and train Administrative Assistants and Receptionist.
• Exercise good judgment and independently resolve problems and issues relating to administrative functions.
• Fulfill duties of Admin. Assistant or Receptionist, when necessary, on any of their assigned tasks.
• Complete and conduct performance evaluations and other reports annually for the Administrative staff.
• Review and order office supplies on the preferred discount list from various vendors.
• Maintain a list of vendors used with account numbers and contact information.
• Supervise meeting arrangements, including refreshments/food, audio/video and conference room setup.
• Review, approve and process accounts payable or credit card invoices for supplies and food orders.
• Call vendors for maintenance quotes and schedule repairs.
• Main contact with building property management, security, and janitorial. Submit maintenance work orders for items when needed.
• Assist with the coordination of internal staff events. Approve costs and keep within budget.
• Attend Office Matrix meetings monthly for Los Angeles, Long Beach, and the SoCal Area.
• Schedule meetings with office leaders monthly to discuss office items and upcoming meetings.
• Assist Management with calendar invitations when requested and meeting setup.
• Review and assist with slides for bi-monthly staff meeting presentations.
• Review, approve, and monitor emails sent out to staff.
• Provide parking garage forms to staff and email to the vendor.
• Keep a log of all employees utilizing the parking garages for the Los Angeles and Long Beach offices.
• Review and make edits on Emergency Action Plans, Office Safety Plans, and Business Continuity Plans.
• Possibly work in another office to attend a meeting, for training, or to cover the administrative staff.
• Meet with terminating employees, collect keys, access badges, computer, parking badge, and cell phone.
• Attend monthly Safety Committee Meetings. Make sure the Los Angeles, Long Beach, and Ventura offices follow through with action items assigned monthly.
• Run errands using personal vehicle when needed.

* Assist our Transportation project office with:

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  • Subconsultant management
  • Work confirmations
  • Sub-agreement/TO assistance
  • Insurance tracking
  • Assistance with processing letters to the client.
  • Timesheet coordination and processing in the client's system.
  • Coordination of onboarding staff.
  • Assistance with the invoice to the client.
  • Assistance with Quality Control.
  • May perform other administrative tasks/projects as assigned by the supervisor.
  
  
  
  

• A minimum of 7 years related experience as Administrative Assistant, Accountant, Senior Administrator or Office Manager.
• Previous professional experience in the Engineering, Architecture, or Construction industry as an office administrator/manager a plus.
• Associate's degree or equivalent work experience.
• Previously supervised administrative staff.
• High attention to detail, quality, and deadlines.
• Proficient with Microsoft Office Suite, including Outlook, Word, Excel, Adobe, and PowerPoint.
• Able to lift up to 25 lbs.
• Flexible, dependable, multi-tasks and able to prioritize tasks.
• Excellent communication and interpersonal skills.
• Comfortable handling confidential information.

• High school diploma or equivalent
• A minimum of 7 years related experience
• Excellent written and verbal communication skills
• Solid interpersonal skills
• Strong time management skills and ability to prioritize
• Exceptional attention to detail and organization
• Strong problem-solving skills and analytical abilities
• Ability to adapt to changing situations in a professional manner
• High proficiency in Microsoft Word, Outlook, PowerPoint, Excel, Adobe, SharePoint
• An attitude and commitment to being an active participant of our employee-owned culture is a must