HNTB Corporation

Sr. Office Administrator

Santa Ana, CA

Full-time

$72,800-$110,240

About This Job

What We're Looking For

At HNTB, you can create a career that is meaningful to you while building communities that matter to all of us. For more than a century, we have been delivering solutions for some of the largest, most complex infrastructure projects across the country. With our historic growth, it is an exciting time to join our team of employee-owners.

This opportunity entails working autonomously, within established procedures and practices while taking initiative to anticipate office needs. Administrative functions may include maintaining calendars, scheduling meetings, making travel arrangements, handling correspondence, distributing mail, filing, and performing other duties to support the office as needed. Utilizes Outlook, Word, Excel, PowerPoint and various HNTB software applications to perform tasks.

What You’ll Do:

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Identifies and pursues opportunities to take on and manage overhead work currently performed by billable staff, setting up any associated processes and procedures.

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Serves as an experienced resource or lead to administrative staff. Coordinates work coverage. Typically serves as an escalation point for more difficult issues associated with administrative matters. May train less experienced administrative staff in office software, hardware, procedures and practices.

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Performs administrative duties in support of office staff including, coordinating and scheduling calendar appointments, meetings and travel, preparing a variety of correspondence under general guidance, receiving and directing incoming calls and welcoming visitors. Furnishes information and responds to routine correspondence when necessary. Coordinates the receipt, distribution and delivery of mail both to and from the office. Delivers new hire orientation when needed.

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Coordinates local policy and procedures with the appropriate corporate and/or divisional functions to ensure full and complete procedures are in place covering assigned areas. Recommends changes in process or procedure to management.

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Prepares reports, gathering and summarizing a variety of data from multiple sources. Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.

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Prepares and submits expense reports on behalf of office staff, securing and maintaining supporting documentation and ensuring accurate coding of expense items. Supports Accounts Payable functions by accurately coding and processing invoices.

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Tracks and coordinates the acquisition and distribution of materials, supplies and equipment. Maintains inventory of furniture and equipment. Working with Corporate Procurement and facilities, assists with office moves. Coordinates with facilities on any building maintenance issues. May track mileage and ensure maintenance of vehicle fleet.

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Performs other duties as assigned.

What You’ll Need:

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High School Diploma/GED or equivalent

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6 years related administrative experience

What We Prefer:

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Ability to maintain confidentiality

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Ability to handle an extremely busy calendar and extensive travel

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Ability to work with graphics programs (Adobe Creative Suite, Canva etc) and high-level Power Point skills.

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Planning, time management and organizational skills

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Ability to balance multiple tasks and changing priorities

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Ability to collaborate with others and form working relationships with administrative peers across the Firm.

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Attention to detail

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Results oriented

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Demonstrated ability to compose, edit and proofread written documents (routine letters, business correspondence and reports of varying complexity)

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Associate or bachelor's degree preferred.

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8 plus years' experience preferred.

Additional Information

Click here for benefits information: HNTB Total Rewards

Click here to learn more about Equal Opportunity Employer/Disability/Veteran

#DG

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Locations:

Santa Ana, CA (Irvine)

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The approximate pay range for Los Angeles Metro Area and Orange County, CA is $35.82 - $53.73. Please note that the pay range provided is a good faith estimate for the position at the time of posting. Actual compensation will be dependent on factors, including but not limited to, the individual’s qualifications, experience, knowledge, skills, and abilities as well as physical work location within the state.

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NOTICE TO THIRD-PARTY AGENCIES:

HNTB does not accept unsolicited resumes from recruiters or agencies. Any staffing/employment agency, person or entity that submits an unsolicited resume to this site does so with the understanding that the applicant's resume will become the property of HNTB. HNTB will have the right to hire that applicant at its discretion and without any fee owed to the submitting staffing/employment agency, person or entity. Staffing/employment agencies who have fee agreements with HNTB must submit applicants to the designated HNTB recruiter to be eligible for placement fees.

Job Type: Regular

Full/Part Time: Full time

Job Category: Administration Group

ReqID: R-25873

Sr. Office Administrator

About This Job

What We're Looking For

What You’ll Do:

What You’ll Need:

What We Prefer:

Additional Information

#DG

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Locations:

Santa Ana, CA (Irvine)

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NOTICE TO THIRD-PARTY AGENCIES:

Job Type: Regular

Full/Part Time: Full time

Job Category: Administration Group

ReqID: R-25873

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