Office Coordinator

Kimley-Horn, one of Fortune Magazine’s “100 Best Companies to Work For,” has an exciting opportunity for an Office Coordinator to join our team in Charlotte, North Carolina (NC)! We are seeking a proactive self-starter to provide administrative support to our growing team in Charlotte. This is an in-office role not a remote position.

The Office Coordinator enjoys organization, loves interacting with people, and remains flexible when plans change. Your strengths include keeping things in order and completing tasks efficiently. You are resourceful, can juggle multiple roles, and generate positive energy. You excel in uncertainty and enjoy creating innovative solutions. You should be thoughtful, an excellent writer, highly detail-focused, and eager to help and learn. This role involves a mix of administrative duties and projects like event planning and supporting marketing efforts.

Office Management:

• Manage front desk reception area; greet visitors both face to face and on the phone.
• Maintain general housekeeping for reception area, conference rooms and breakroom; perform floor walks to identify facility needs, i.e. light bulbs, leaks, etc.; coordinate various building maintenance activities with Regional Facilities Coordinator and property management.
• Manage office supply orders to ensure office supplies are always stocked; submit special supply order requests as needed.
• Manage calendar of shared office resources including conference rooms, booking time slots and handling scheduling conflicts as necessary.
• Assist staff with rental vehicle coordination and return.
• Coordinate ID badge access and desk space for new hires and office visitors.
• Manage incoming and outgoing mail/packages, including making labels, distributing mail, ordering/printing postage and mailing supplies as needed.
• Partner with internal groups to coordinate space and catering as needed.
• Administrative Support:
• Assist with producing project plans, contract documents, project manuals, marketing materials, reports, and requesting insurance certificates. This may consist of printing, copying, scanning, and/or binding documents.
• Assist with proofreading and/or revising client proposals, fee estimates, scope of services, various forms, progress reports, and other project documents.
• Coordinate travel and manage expense reports; may receive and process invoices.
• Order catering for internal and external meetings.
• Special projects as identified.

This job is ideal for someone who is:

• People-oriented: thrives on interacting with others and enjoys teamwork; easily engages in conversation with anyone.
• Autonomous/Independent: enjoys working with minimal direction.
• Dependable: consistently reliable with a take-charge mentality.
• Service-minded: instinctively helps others and truly enjoys doing so.
• Capable of projecting a positive demeanor regardless of circumstances.
• Self-motivated: can follow instructions while also showing initiative and decision-making abilities.

Requirements:

• Able to maintain confidentiality.
• Available to work 7:30am – 5:30pm Monday - Thursday and 7:30am – 11:30am Friday; flexibility may be available if specific needs are addressed during interview process.
• H.S. Diploma or equivalent with minimum 4 years related experience; bachelor’s degree and 1-2 years administrative support strongly preferred.
• Proficient with MS Office applications, including Outlook, Teams, Word, Excel, PowerPoint.
• Strong writing, editing and proofreading skills.
• Valid driver’s license; ability and willingness to run local errands regularly, i.e. dropping off documents.
• Able to travel on a limited basis (Greenville, SC and Columbia, SC).
• Able to anticipate needs, multi-task and support multiple project managers.
• Able to learn new tasks and/or software programs quickly.

Additional Preferred Qualifications:

• Willingness to occasionally shift regular hours to accommodate special events.
• Valid Notary, or ability to become quickly certified.
• Familiarity with Adobe Pro and/or Creative Cloud is advantageous.
• Experience in the consulting industry, particularly in engineering or architecture, is beneficial.

At Kimley-Horn, we do things differently. People, clients and employees, are at the forefront of who we are. Clients know we prioritize achieving their goals and growing their success. Employees know our culture and approach to business are built on a desire to provide an environment for everyone to flourish. Our commitment to quality is only as good as the people behind it— that’s why we welcome and develop passionate, hardworking, and proactive employees. We take pride in how our employee retention, robust benefits package, and company values have led to Kimley-Horn’s placement on the Fortune “100 Best Companies to Work” list for 17 years!