Office Administrator

Do you want to build an impactful career to change the world for the better? 

Geosyntec has an exciting opportunity for an Office Administrator in our Santa Barbara, CA or Ventura, CA office.  The position will provide high-level administrative support to environmental practitioners and technical staff in a busy engineering consulting environment. The role will support Branch Managers, practice area leaders, and technical staff with administrative functions, client deliverables, marketing materials, and other day-to-day needs. As the local HR point of contact (HR POC), the role will also help coordinate local HR and Health & Safety (H&S) functions and related inquiries with Corporate HR and H&S staff, and within company guidelines and policies. We are looking for someone who enjoys working in a fast-paced, deadline-oriented environment and who can manage multiple projects simultaneously. The ideal candidate should have experience supporting multiple senior Managers preferably in a client service-focused professional industry.

Geosyntec is an innovative, international engineering and consulting firm serving private and public-sector clients to address new ventures and complex problems involving our environment, natural resources, and civil infrastructure. Our engineers, scientists, technical and project employees serve our clients from offices across the world. Ranked by ENR as one of the top environmental engineering design firms, Geosyntec is internationally known for its technical leadership, broad experience, and exceptional client service.

We invest in our people.  Each employee is unique, and your career at Geosyntec will be too.  We offer competitive pay and benefits, and well-being programs to support you and your family.

To Learn More Visit: http://www.geosyntec.com/careers/.

Office / Branch Duties:

• Serve as liaison with local office(s) and/or branch and Corporate management and staff; respond to general and common inquiries appropriately, directing specialized questions to the appropriate Corporate departments;
• Local travel to other offices;
• Ensure proper orientation of new employees ensuring knowledge of general office practices, and proper completion of paper and electronic employment documents, in coordination with branch support staff and Corporate HR.
• Ensure proper procedures are followed with regard to operations and maintenance of company vehicles and rental/leasing of supplemental vehicles on an as needed basis.
• Serve as liaison with building leasing company, building maintenance, vendors, advertising solicitors, and other office visitors; maintain security files (i.e., building security cards, office keys, etc.).
• Solicit estimates and bids for major branch purchases/leases of office equipment and furniture; assist in the review of office or equipment leases and negotiation of same, ensuring all contracts are reviewed and approved by Corporate Legal department.
• Oversee purchase of office supplies and service calls for office equipment repair; track purchases through purchase order procedures.
• Serve as liaison with Corporate Accounting; maintain and balance branch and/or office checking and petty cash accounts; assist with budgeting process, time and billing, file maintenance, and collections.
• Understand overall workings of computer, telecommunications, photocopy, scanning, and fax systems, and associated software, equipment, and vendors.
• Plan and execute staff activities for holidays and other events, with management approval.
• Oversee travel arrangements for consulting staff.

Other Administrative Duties:

• Process proposal or business development letters, memoranda, and branch reports of varying complexity, and confidentiality using Microsoft Office Software.
• Maintain employee information specific to projects, and Professional Licenses for consulting staff; update license dates in HR portal or direct employees to update directly.
• Facilitate consulting staff resume updates and distribute as needed.
• Prepare applications to receive RFP's; assist in final review process, and quality assurance and consistency on proposals, contracts, and final reports.
• Assist with ongoing marketing activities involving client contact, preparation and maintenance of mailing lists, preparation of SOQs, and perform required follow-up.
• May perform additional Project Administration duties at the request of the Branch Manager. 

Local/Branch HR POC Duties:

• Ensure all new hire and updated employee records are completed timely, accurately, and forwarded to Corporate HR for file retention.
• Point employees to HR, benefit, wellness, and recruiting resources and company policies and procedures, as needed.
• Ensure employee leaves, status changes, life events, position/manager/pay changes, etc., are communicated timely to HR, and are in line with company policies and procedures.
• Partner with HR and Talent Acquisition teams to ensure recruiting compliance procedures are followed (i.e., job requisitions posted, all candidates apply to specific job requisitions before interviewing, etc.).
• As needed, assist branch hiring teams with recruiting efforts, such as drafting requisitions, scheduling interviews, following-up, tracking and dispositioning candidates in ATS.
• As needed, assist local hiring teams in drafting/formatting employment offers, ensuring current sample templates and enclosures are used, and offers are reviewed and approved in line with company policies.
• Assist with communications to local and branch employees of corporate policy or process updates and changes.
• Point employees to H&S policies and programs; ensure proper employee incident and injury reporting procedures are followed and promptly reported to Corporate H&S and HR.
• Work cooperatively with the branch and local managers and H&S Coordinator(s) to help maintain local H&S records; facilitate coordination of office safety inspections; and assist with applicable H&S safety plans, program postings, and procedures.
• Perform additional related support work and local business errands, as needed.
• Read and interpret contract provisions and set up accurate project information in the accounting database in accordance with contract terms and Company policies; and
• Review and submit employee expense reports in a timely manner to facilitate payment and processing. Understand the expense reporting process and perform required unit pricing data entry in addition to any necessary corrections.

• This position requires a high school diploma and six (6) years of experience, an associate degree or college diploma in business, human resources, accounting/finance, or office procedures, and a minimum four (4) years progressively responsible experience preferably as an Office Administrator or Administrative Assistant; experience with word processing, Microsoft software, or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities to perform the job. (required)
• Directly relevant work experience in a professional environment, preferably with a consulting and/or client service focus. (preferred)
• Supervisory experience leading and directing administrative staff. (required)
• Proven track record in position requiring independent judgment, interpersonal skills, ability to act independently with an understanding of larger picture, critical thinking, and problem-solving skills. (required)
• Ability to effectively prioritize and organize work, work independently, take initiative, and handle multiple tasks in a professional and organized manner. (required)
• High level of attention to detail and quality, strong work ethic and the ability to maintain confidentiality. (required)
• Advanced proficiency in a Windows environment, with specific expertise in Microsoft Office, including Word, Excel, PowerPoint, Internet Explorer, and Outlook. (required)
• Ability to work flexible and additional hours on short notice and a positive, team-focused attitude. (required)
• Valid U.S. driver’s license and a satisfactory driving record for business travel. (required)

This opportunity will be posted for at least five days. Below are the potential compensation ranges that we in good faith believe are applicable for this role at the time of this posting and are only applicable for jobs to be performed in the specified location(s) below. The typical base salary range for this position is just one component of Geosyntec’s total compensation package for employees. Actual compensation will be determined based on education, experience, skill set and location.

• Minimum Salary: $64,270/year / Maximum Salary: $96,405 /year (Ventura, CA) 
• Minimum Salary: $67,330/year / Maximum Salary: $100,995 /year (Santa Barbara, CA) 

We offer a comprehensive benefits package including, paid holidays, vacation, sick, and personal paid time off, medical, dental, vision, life, and disability insurance, 401(k), and other benefits to eligible employees.

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