Office Administrator

About McGee Engineering Inc.

McGee Engineering Inc. is a small and growing engineering firm located in Corvallis, Oregon that specializes in bridge engineering, bridge contractor support engineering, and structural engineering. Our company provides bridge designs and bridge construction management services throughout Oregon, Washington, Alaska, and Northern California. We also provide structural engineering for commercial and residential buildings around the Willamette Valley. Our clients include private owners, public entities, and contractors with frequently unique and challenging project requests on accelerated timelines.

Our design philosophy is based on design simplicity and constructability. We benefit from our close relationships with contractors, adhering to the principle that ground level knowledge of the construction process will result in efficient design and cost-effective construction.

Position Summary

We are currently looking to hire an Office Administrator to provide support for our growing engineering company. The position is full-time (40 hours/week) in-person in Corvallis, Oregon with flexible work schedule opportunities.

This position will work extensively with McGee's President and Vice President to ensure smooth daily business operations and develop administrative procedures to support future business development. It is critical that candidates are detail oriented, have demonstrated ability to manage their time well, and are effective communicators. Ideal candidates will have experience with providing office support within the engineering or construction industry and across multiple western states.

Duties & Responsibilities

Administrative and Business Services (50%)

• compile and audit a variety of reports; budget, expenditures, job billing status, mileage logs, insurance, etc.
• provide general business bookkeeping with support from company external accountants
• manage office payroll submissions and reporting
• manage monthly billings and invoice processing
• maintain insurance certificate records and prepare insurance renewal applications
• administer prime and subconsultant contracts and renewals
• authorize and make payment of monthly bills, third-party consultants, and expense reimbursements
• answer questions from staff related to travel, leave, and other personnel related matters
• support business activities in multiple offices across western states

Human Resource Services (10%)

• revise or develop human resource policies, procedures, and systems to accommodate changes
• provide interpretation and advise on appropriate application of existing and revised human resource-related state and federal laws, rules, and policies
• support investigation of employee conduct issues, complaints, or grievance facts
• participate in onboarding, disciplinary, and employee dismissal meetings
• administer Oregon Paid Leave Act procedures and coordinate employees' absence and return to work after medical or administrative leave for complicated or sensitive situations

General Office Support (40%)

• maintain office space, equipment, supplies, files, and records
• answer telephones and route calls and messages to staff members
• greet and direct visitors to appropriate destinations
• distribute incoming and outgoing mail
• coordinate internal and external meetings
• ability to make travel arrangements for staff
• organize company events including Christmas party, retreat, summer event, etc.
• manage company calendar for reporting deadlines, annual licensure renewals, payments, etc.

Minimum Qualifications

Education and Experience:

- A Bachelor's degree in Business or Public Administration, Human Resource Management, Organizational Behavior or Development, or similar field of study and one year working experience;

or

- Five years of administrative support experience

• Two years of which must include monitoring or auditing operations, preparing financial reports, establishing/maintaining procedures, and the evaluation of projects, processes, and operations.
• Two years must include duties similar to those provided in the position description.

Skills In:

• managing an office including staff coordination, determining equipment and supply needs, and business communications
• general business bookkeeping management (QuickBooks or similar)
• monitoring budget expenditures and making projections for future budgeting
• staff management including hiring/onboarding and general procedure trainings, general staff scheduling, preparing performance evaluations, and handling disciplinary actions
• resolving problems and making independent decisions that may have long-range effects
• reviewing or interpreting laws, contracts, rules, policies and procedures
• researching, compiling, analyzing information/data, and preparing reports including recommendation for a course of action
• fostering a healthy and productive workplace culture
• Microsoft Office Suite and Bluebeam/Adobe

Job Type: Full-time

Pay: $28.00 - $38.00 per hour

Expected hours: 40 – 45 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Choose your own hours
• Day shift
• Monday to Friday

Ability to Relocate:

• Corvallis, OR 97330: Relocate before starting work (Required)

Work Location: In person