Office Adminstrator

Overview

Provides admin and facilities support, managing fleet, supplies, communications, and accounting tasks.

Key Responsibilities

• fleet management
• vehicle maintenance
• coi tracking
• mail processing
• supply ordering
• facilities management

Tasks

-Assist with travel arrangements including hotel and car reservations for staff business travel, ensuring cost-effective and efficient booking -Conduct comprehensive pool car inspections and maintain detailed mileage tracking reports and spreadsheets for fleet management -Provide professional phone support and reception services in collaboration with administrative staff to ensure seamless client and vendor communications -Process vendor invoices and maintain organized filing systems for administrative efficiency -Operate and maintain office equipment including daily dishwasher operations and copy machine supply management -Coordinate special occasion services including flower orders for birth and death announcements, maintaining sensitive and professional communication -Process and distribute incoming mail and coordinate FedEx shipments to support timely project communications and deliverables -Problem-Solving & Initiative - Proactively identify and resolve operational issues while taking ownership of assigned responsibilities -Coordinate vehicle maintenance schedules and communicate with service providers to minimize downtime and ensure optimal fleet performance -Maintain company vehicle fleet through regular washing, fueling, and routine maintenance coordination to ensure safe, reliable transportation for staff -Multi-Task Management & Prioritization - Effectively manage diverse responsibilities and competing priorities while maintaining attention to detail and quality standards -Manage storage areas and organize supplies to maintain efficient, accessible inventory systems -Maintain optimal office environment through daily facilities management including water service for refrigerators, coffee bar stocking, and plant care -Coordinate supply orders and Amazon purchases to maintain adequate office supplies and equipment -Track and enter subconsultant certificates of insurance (COI) into BST system, ensuring compliance with company requirements and project standards -Coordinate maintenance requests and work with facilities vendors to ensure prompt resolution of building and equipment issues -Supports Account Receivable by processing the daily bank deposit

Requirements

• high school
• microsoft office
• database
• travel booking
• facilities
• 2-3 years

What You Bring

-High school diploma or GED required; some college coursework preferred -Organizational Excellence & Attention to Detail - Maintain accurate records, organized filing systems, and efficient workflows across multiple administrative functions -Professional Communication & Customer Service - Demonstrate excellent phone etiquette and interpersonal skills when interacting with staff, clients, and vendors -Experience in professional services or engineering firm environment -2-3 years of office administration or administrative support experience required -Experience with database entry and record-keeping systems -Basic understanding of insurance and contract administration -Experience with travel booking systems and event planning -Adaptability & Flexibility - Adjust to changing priorities and take on additional responsibilities as business needs evolve -Knowledge of facilities management and maintenance coordination -Reliability & Dependability - Consistently meet deadlines and maintain regular attendance while supporting critical daily operations -Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and general office equipment -Familiarity with office supply and vendor management -Basic understanding of fleet management and maintenance tracking

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About Barge Design Solutions

-Specializes in transforming complex challenges into efficient, sustainable solutions across various sectors. -Extensive work in energy, infrastructure, marine, and industrial projects. -Reputation for tackling large-scale projects, including waterfront developments and energy plants. -Typical projects include infrastructure upgrades, environmental remediations, and civil engineering designs. -Approach integrates innovative technologies with regional needs and regulations. -Trusted partner for both public and private sector initiatives. -Strong track record in both land-based and marine-related engineering projects.

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