Office Administrator - Carollo Engineers Inc.

Overview:

Carollo Engineers is an internationally recognized environmental engineering firm that specializes in the planning, design, and construction of water and wastewater facilities. We are seeking an Office Administrator to help with clerical functions in our Broward County, Miami-Dade County, and Palm Beach County offices. 

 

At Carollo you’ll make an impact at an organization that does meaningful work, fosters a collaborative team culture, and creates a diverse, inclusive environment where you feel like you belong. You’ll work alongside a collaborative and dynamic team of professionals that is truly passionate about our work. Carollo’s vision is to be the BEST water consulting firm and you’ll find that Carollo is also the best place for you to build your career.

Responsibilities:

• • Administers day-to-day office operations.
  • Portrays a professional image and demeanor consistent with Carollo culture and values, is successful creating and maintaining working relationships, and is effective in communicating Carollo’s expertise.
  • Is able and willing to split time between the south Florida offices (Miami, Coral Springs, and West Palm Beach), with home office being Broward County (Coral Springs, FL)
  • Has a reliable means of transportation to commute between south Florida offices. May use pool vehicle when available.
  • Interfaces with all corporate departments to facilitate proper handling of paperwork, (Accounting, Human Resources, Legal, Facilities and Information Technology departments)
  • Handles a low volume of external incoming calls as needed.
  • Works with building management to resolve facilities issues and is present in the office when maintenance or inspections are being completed by external parties.
  • Manages and orders office supplies and break room essentials.
  • Orders meals as needed for in-house and external meetings.
  • Maintains break room, production room, and storage areas adequately stocked and organized.
  • Keeps and manages a conference room reservation calendar and maintains conference room setup/cleanup for meetings.
  • Makes responsible use of an Admin Corporate Card, submits timely expense reports for it, and coordinates accounting issues with accounting group.
  • Handles incoming and outgoing mail promptly, coordinates inter-office correspondence.
  • Manages currier accounts and assists employees with shipping.
  • Conducts New Hire Orientations for engineers and office staff.
  • Coordinates final termination of employees to ensure protection of intellectual properties.
  • Participates in proposal preparation or production as needed.
  • Collaborates with Marketing to help keep databases and client directories up to date.
  • Provides support for contract preparation, review by Risk Management, notarization and/or signing, and delivery as needed.
  • Keeps office pool vehicle usage logs, maintenance schedules, and administers related expenditures per Accounting guidelines. Maintains a reservation schedule to coordinate pool vehicle usage among staff.
  • Ensures adequate resources, supplies, hardware, and software to complete work in an accurate and timely manner.
  • Assists engineers with routine office, project, and travel scheduling related tasks.
  • Assist the Office Manager with office related tasks.
  • Reproduction/document assembly and coordination with vendors/suppliers.
  • Examines completed printed deliverables for quality control and compliance with company standards.
  • Physical and electronic document and file management.
  • Office events/party planning.
  • Conducts Office safety inspections with Office Safety Coordinator.
  • Performs maintenance of the office Intranet site for up-to-date content
  • Evaluates ergonomics of employee workstations and coordination with facilities/HR as needed to resolve issues.
  • Other required office administration duties as assigned by the Office Manager.
  • Resource Planning meetings and collaboration with project managers for resource database Administration. 

   

Qualifications:

• High school diploma or equivalent, some college business courses or business vocational instruction
• Minimum of 5 years professional experience in office administration
• Strong verbal and written communication skills
• Excellent organizational and administrative skills
• Ability to work without direct supervision
• High level of critical thinking
• Professional experience handling confidential/sensitive issues
• Ability to exercise good judgment
• Prioritize as business/workload dictates and deadline changes
• Initiative, proactive attitude
• Ability to juggle multiple priorities and exercise judgment on order of completion of tasks
• Intermediate proficiency with Word (styles, graphics, tables, outlines, table of contents, templates, macros)
• Proficiency with Excel (basic to intermediate level: formatting, header/footer, file path name, etc.)
• Intermediate proficiency with Adobe Acrobat (converting files into PDF format; adding bookmarks and thumbnails, appending pages)
• Previous experience using scanning software (varies from office to office)
• Experience in Windows environment (explorer, control panel, printer setup, etc.)

Preferred Qualifications:

• Bachelor’s Degree
• Previous experience with engineering professionals

Other Compensation and Benefits:

Carollo is committed to providing employees with a competitive, comprehensive benefits program that provides the care employees and their families need to lead healthy, productive lives. Carollo’s benefits package includes paid time off and holidays, comprehensive health insurance coverage, pre-tax savings account options for healthcare, dependent care and commuter expenses, disability insurance and life insurance options for you and your dependents. We also offer free Caregiver Support, Travel Assistance, counseling services and discount programs. Other compensation that may be available includes: 401(k) company contribution matching, tuition reimbursement, discretionary bonuses, career advancement bonuses, professional registration bonuses, employee referral bonuses, and compensatory time for exempt employees. Flexible work arrangements may also be available.  Eligibility for benefits varies based on employment status.