Office Administration and Operations:
- Provide comprehensive administrative and operational support for the office, regional teams, project teams, and leadership
- Maintain daily administrative logs, weekly status reports, employee information, office space requests, timesheet-related items, and other office records
- Monitor and respond to email correspondence, maintain electronic and hard-copy files, and prepare and distribute documents
- Coordinate office space assignments, employee moves, workstation changes, signage, and related workplace requestsMaintain office, production, breakroom, coffee, paper, toner, business card, professional stamp, and other supply inventories; place orders and restock as necessary
Facilities and Building Coordination:
- Conduct routine facility check-ins and initiate, monitor, and troubleshoot service requests involving HVAC, plumbing, leaks, doors, walls, millwork, garages, restrooms, and other facility needs
- Maintain breakrooms and production areas, including restocking supplies
- Coordinate vendor service and repair activities involving coffee service, air fresheners, ice machines, sump pumps, HVAC, fire protection systems, laptops, printers, and plotters
Travel and Lodging Coordination:
- Coordinate business travel arrangements, including airfare, lodging, and rental vehicles
- Serve as a liaison with hotels for employee and client lodging, conference rooms, and off-site meetings and events
Expense and Financial Administration:
- Review corporate card expenses, verify supporting documentation, and help ensure expenses and payments are processed by applicable deadlines
- Prepare expense documentation, including spreadsheet data entry, receipts, mileage, tolls, and other supporting information
- Enter, submit, revise, and prepare addendums for employee expense reports
- Assist with recurring administrative reports, including accounts receivable, effort, job starts, profitability, and utilization reports
Project and Contract Administration:
- Provide administrative support for contracts and related documents, including signatures, revision letters, required forms, certificates of insurance, and supporting documentation
- Assist with letters to proceed, scopes of work, interoffice/service agreements, bid tabs, OPCC documentation, and Letters of Concurrence
- Prepare and maintain comment-response letters and spreadsheets
- Prepare Right of Entry correspondence, perform mail merges, and coordinate certified mailing
- Coordinate signatures and execution of contracts, project documents, and plan sets
- Provide notary services for authorized documents, contracts, signatures, and attestations
Document and Production Support:
- Prepare, print, scan, copy, collate, bind, and distribute plan sets, project manuals, exhibits, workbooks, training materials, correspondence, reports, and other project documents
- Produce and manage electronic PDF deliverables and large-format plots
- Coordinate outsourced printing and production services with external and internal print providers
- Perform mail merges and other high-volume document-production activities
- Maintain copy and production rooms, including cleaning, organizing, restocking, and ordering supplies.
Mail, Shipping, and Deliveries:
- Receive and distribute internal and external deliveries from couriers and common carriers
- Coordinate outgoing shipments, courier services, postage, certified mail, and other mailing requirements
- Monitor incoming mail and coordinate delivery of client checks to the appropriate processing location
Equipment and Technology Coordination:
- Coordinate requests for laptop repairs, technology supplies, equipment inventory, and access to technology-related areas
- Support printer and plotter operations by maintaining paper inventory, coordinating routine maintenance, and initiating repair requests
- Coordinate access for authorized vendors supporting server-room, fire-protection, HVAC, and related services
- Utilize Microsoft Word, Excel, PowerPoint, Adobe Acrobat, Bluebeam, Acro Plot, and related applications to prepare and manage business and project documentation
Reporting, Quality, and Professional Support:
- Prepare and maintain recurring monthly and bi-monthly administrative and operational reports
- Participate in applicable administrative, business, culture, and expense-management training
- Perform additional administrative, facilities, production, project-support, and office-management responsibilities as needed to support efficient office operations and client service
