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Office Administrator - Management & Services (Atlanta)

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Burns & McDonnell

Aug 16, 2024

Applications are closed

  • Job
    Full-time
    Expert Level
  • Atlanta

Requirements

  • - Bachelor's degree in business, accounting or related degree and 14 years of related experience required or associate degree and 16 years of related experience required
  • - The position requires maintaining the highest level of discretion and confidentiality.
  • - Ability to work independently, demonstrating accuracy, reliability, and problem-solving skills.
  • - Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint is required.
  • - Excellent organizational skills, attention to detail, communication skills and ability to handle multiple tasks.
  • - Demonstrated ability to communicate professionally and effectively with all levels within and outside of the organization (i.e., clients, vendors, business partners, community leaders).

Responsibilities

  • - Responsible for facilities management in coordination with building management, accountable for maintaining safe and secure office space, and liaison with property and company security departments to ensure safe working and parking conditions.
  • - Administer, review, and enforce the building lease.
  • - Approve building maintenance activities.
  • - Respond to emergencies involving HVAC equipment, fires, and natural disasters.
  • - Manage office access security program (badging and keys).
  • - Evaluates office production and processes, improve efficiency and cost reductions.
  • - Analyze reports, budgets, and accounts to identify over-spending and misallocated charges.
  • - Reconciles internal expenditures properly.
  • - Participates and provides solutions to minimize costs.
  • - Reviews clerical work products for accuracy and timeliness.
  • - Responsible for the periodic review of work products and providing performance feedback.
  • - Manages office equipment service contracts and contract administration.
  • - Responsible for office contracts that involve service, replacement, and related supplies of office equipment.
  • - Inventory management of office equipment and supplies.
  • - Maintain office supply inventory and equipment.
  • - Manage the process to authorize the purchase of office furniture and supplies.
  • - Provides cost solutions.
  • - Negotiation of procurement of office furniture and supplies.
  • - Ensures completion of mandatory driving training.
  • - Administers fleet vehicle program for employee qualifications and business necessity.
  • - Monitor fleet assignments and documentation, trip ticket reconciliation.
  • - Administers maintenance and repair of vehicles.
  • - Responsible for reconciliation and monitoring of the company fueling program.
  • - Prepares activities reports for management.
  • - Tracking budgets, documenting, and preparing results compiling such data.
  • - Responsible for office orientation reviews benefits forms, completes I-9’s following federal government guidelines, supports hiring and termination process, communicates employee benefits, maintains confidentiality of information, coordinates and administers new employee orientation and other HR support functions, manages and coordinates required training programs for office personnel in conjunction with the corporate training department.
  • - Accurately completing complex accounting functions involving internal MIS reports, internal BIZ projection and costing reports, invoices, billing, and accounts payable checks.
  • - Oversee office petty cash and banking.
  • - Manages weekly chargeability of staff.
  • - Manages monthly financial reporting function involving analyzing variances from forecast to actual expenditures.
  • - Review monthly statements for accuracy, exception reports, and accounts receivable reports.
  • - Explain fluctuations; provide summary reports on overhead costs.
  • - Recruitment, development, training, and retention of staff.
  • - Responsible for conducting performance evaluations for department staff.
  • - Provide leadership, guidance, and instruction to the department.
  • - Responsible for interpreting policies, purposes, and goals of the organization to staff.
  • - Ensure compliance with company and site safety policies.
  • - Responsible for diversity initiatives.
  • - Performs other duties as assigned.
  • - Complies with all policies and standards.

FAQs

What are the primary responsibilities of the Office Administrator?

The Office Administrator is responsible for managing overall facility operations, strategic planning for business operations, managing office support personnel, facilities management, budget compiling, purchasing, and serving as a human resources liaison, among other duties.

What qualifications are needed for this position?

Candidates must have a Bachelor's degree in business, accounting, or a related field with 14 years of related experience or an associate degree with 16 years of related experience.

What advanced skills are required for this role?

Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint is required, along with strong organizational skills, attention to detail, and effective communication skills.

Is there a need for travel in this role?

No, travel is not required for this position.

What kind of experience is necessary for applicants?

Applicants should have significant experience in office administration, facilities management, budget tracking, and human resources support, as well as expertise in financial reporting and accounting functions.

What is the work schedule for the Office Administrator role?

The position is full-time.

Is there a focus on employee development in this role?

Yes, the Office Administrator will be responsible for recruitment, development, training, and retention of staff, as well as conducting performance evaluations.

Are there any diversity initiatives associated with this position?

Yes, the Office Administrator is responsible for overseeing diversity initiatives within the department.

How is communication with external parties handled in this role?

The Office Administrator must demonstrate the ability to communicate professionally and effectively with clients, vendors, business partners, and community leaders.

What is the company's stance on equal employment opportunities?

The company is an equal opportunity employer and encourages applications from minorities, females, individuals with disabilities, and veterans.

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Burns & McDonnell

At Burns & McDonnell, our engineers, construction professionals, architects, planners, technologists and scientists do m

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Mission & Purpose

At Burns & McDonnell, our engineers, construction professionals, architects, planners, technologists and scientists do more than plan, design and construct. With a mission unchanged since 1898 — make our clients successful — our more than 13,500 professionals partner with you on the toughest challenges, constantly working to make the world an amazing place. Each professional brings an ownership mentality to projects at our 100% employee-owned firm, which has safety performance among the top 5% of AEC firms. As dedicated owners, we work through challenges until they’re resolved, meeting or exceeding our clients’ goals. We apply this commitment to our communities, too. We live and work in the same cities you call home, so we share a passion to keep them strong and healthy. From fundraising events and community cleanups to educational outreach and mentorship — especially when it comes to sharing our passion for STEM — our professionals work to make our communities thrive.