Senior Office Administrator

Are you looking to be part of a dynamic, collaborative team that’s passionate about making a difference? Carollo Engineers is seeking a Senior Office Administrator for our Phoenix office.

At Carollo, we design and build innovative water and wastewater solutions. As a nationally recognized environmental engineering firm, we’re committed to meaningful work, strong teams, and an inclusive workplace where everyone can thrive. If you’re motivated and ready to grow your career, we’d love to hear from you. The Senior Office Administrator efficiently coordinates administrative tasks so that the office runs smoothly by performing or coordinating administrative functions and supporting the Office Manager. This role also provides support to engineers, office staff, visitors, and project teams to help maintain an organized and client-focused work environment.

Essential Duties and Responsibilities 

• Supervises and supports all day-to-day office operations
• Conduct New Hire Orientations for engineers, office staff and corporate departments
• Interface with all corporate departments to facilitate proper handling of paperwork, (Accounting, Human Resources, Legal, Facilities and ISG)
• Assist with coordination of final termination of employees to ensure protection of intellectual properties
• Works with Office Manager to reconcile quarterly office budget and annual facilities budget projection
• Performs maintenance of the Office Intranet site for up-to-date content
• Conduct office safety inspections
• Evaluate ergonomics of employee workstations and coordination with facilities/HR as needed to resolve issues
• Work with building management to resolve facilities issues including HVAC, janitorial, etc.
• Maintain conference room setup/cleanup for meetings
• Order office supplies
• Coordinates with engineers and proposal managers in central office as needed
• Proactively elicits project management information for workload scheduling
• Attends project management meetings
• Performs document processing and proposal preparation services
• Ensures adequate staffing, hardware, and software to complete work in an accurate and timely manner
• Examines completed work for quality control and compliance with company standards.
• Recruit and train office support staff
• Perform performance appraisals for office support staff
• Provides system training for new engineers and office staff
• Maintains vehicle maintenance
• Supervise team of Office Services staff as they complete the following: schedule lunches, answering phones, handling mail and shipments, scan and print projects, misc. office-related assignments

• Strong verbal and written communication skills
• Excellent organizational and administrative skills
• Type 65 wpm
• 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 and enthusiastic attitude
• Ability to juggle multiple priorities and exercise judgment on order of completion of tasks
• Word (styles, graphics, tables, outlines, table of contents, templates, macros)
• Excel (basic to intermediate level: formatting, header/footer, file path name, etc.)
• Adobe Acrobat and/or Bluebeam (converting files into PDF format; adding bookmarks and thumbnails, appending pages).
• Scanning & OCR Software (varies from office to office).
• Windows environment (explorer, control panel, printer setup, etc.)
• Directory structures (organization and maintenance).
• High school diploma or equivalent, some college business courses or business vocational instruction
• Minimum of 5 years professional experience with a background in heavy document production background and supervisory experience in similar setting 

• Bachelor’s Degree
• Some business development background
• Experience with InDesign, Photoshop and PowerPoint
• Previous experience with engineering professionals

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.

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