Office Administrator-Ofa

Position Overview:  The Office Administrator provides administrative, client and company relations, proposal development, project administration, and facility support to the regional engineering organization. Working under the direct supervision of the regional Business Unit Leadership this position takes the lead responsibility to ensure the day to day office operations are organized and functional.

 

Duties & Responsibilities

 

1. Administrative Responsibilities include:
2. Processing incoming and outgoing mail including courier service, Fed Ex, postage, and interoffice mail distribution
3. Preparing meeting minutes
4. Providing all faxing, filing, copying, letters and memos
5. Organization and maintenance of materials for local reference library
6. Data entry as required
7. Handle all travel arrangements as required
8. Handling all timesheet and expense processing
9. Planning and organizing office events
10. Other administrative duties as assigned by management
11. Scheduling and coordinating meetings and appointments; Maintain the master calendar of in-house meetings. Stay abreast of all employees' calendars & availability; Keep attendance board current for others
12. Coordinate materials for meetings and training sessions and other activities of the organization 

 

1. Client & Company Relations responsibilities include:
2. Serve as facility receptionist, answering phones and greeting visitors
3. Responding to customer inquiries and serving as liaison between company and client
4. Coordinating as required all direct client activities required at facility
5. Provide support to Engineering Recruiter for all on boarding, orientation, new hire education and set up

 

1. Proposal/Business Development support responsibilities include:
2. Provide local support to National Engineering Proposal Consultant as required to ensure coordination of all localized activities required to develop RFP and/or RFI responses
3. Support as required in document production, copying & transmittal to client of all RFP & RFI responses
4. Preparation of Power Point presentations as required
5. Support as required for the maintenance of all personnel resumes & organizational charts

 

1. Project administration responsibilities include:
2. Receives work assignments and specific instructions from the Project Manager
3. Assists in the document control duties on the project as required, including paper and electronic filing and record keeping
4. Assists in preparation of Monthly/Weekly reports required by the project
5. Supports the Project manager as required to ensure accurate invoicing for all T&E jobs
6. Ensures accuracy and correct processing for all subcontractor invoices

 

1. Facilities coordination responsibilities include:
2. Coordination of all items with landlord including invoice review, facility service requests, emergency evacuation plans, etc.
3. Coordination of all IT related help desk items to ensure their closure
4. Ensures facility is kept to high standards of professionalism in regard to cleanliness & organization
5. Cost-effectively monitor and order office supplies as required
6. SPOC for any issues that come up on a daily basis in regard to office functions
7. Research for products and services as required for office
8. Coordinate and maintain records for staff office space and contents, phones, computers, company credit cards, office keys, etc.

 

Requirements

1. 5 years of directly related experience/education in office administration
2. Proficient use of basic computer software - Microsoft Word, Excel, PowerPoint, Outlook, Access, Adobe Acrobat
3. Ability to deal and work well with a variety of individuals from various socio-economic, cultural, and ethnic backgrounds.
4. Demonstrated ability to work independently and follow through on assignments
5. High energy level with ability to work in fast paced, ambiguous environment
6. Excellent organizational and planning skills
7. Excellent interpersonal skills
8. High commitment to achieving goals and plans
9. Demonstrated skill in verbal/written communications
10. Professional appearance maintained at all times

 

Other Skills/Abilities

• Self-Motivated
• Work independently
• Team-Oriented
• Customer Oriented
• Able to manage multiple tasks and provide leadership to other team members.

 

Desired Qualifications

• 2 or 4 year degree
• Experience in the electric utility industry

 

 

Pike Engineering is an equal opportunity employer

 

EOE/Minorities/Females/Vet/Disabled

Pike Engineering is a Non-Union Company

Pike Engineering employees play critical roles in ensuring that essential services like electric power, gas, telephone and wireless communications are up and running when people and businesses need them. We offer engineering opportunities in transmission and distribution, substations, smart meter technologies, renewable energy, telecommunications, storm damage assessment and more.
About Us
Founded in 1945, Pike is a leading provider of construction, repair and engineering services for electric and gas utilities, as well as telecommunications companies with a growing portfolio of turnkey renewable projects. We work with hundreds of utility clients across the country, and we continuously expand our offerings to supply our customers with the ideas, technology, experience, manpower and equipment to perform any job.
"Essential" is the one word that sums up who we are, the work we do and what our people mean to us. Each of our employees plays a critical role in ensuring that infrastructure systems are up and running when people and businesses need them.
Pike is a family-oriented workplace with a strong culture of safety, collaboration, innovation and exceptional customer service.