14 days old

Senior Office Administrator

Federal Way, WA 98003
Be involved in projects with our Office Administrative Team and be a part of a growing organization that meets our client’s objectives and solves their challenges.
 
At WSP, we are driven by inspiring the right people to be part of our future-focused business objectives. Our devotion to teamwork has allowed us to build communities and expand our skylines. Here at WSP, anything is within our reach and yours as a WSP employee. Come join us and help shape the future!
 
WSP is currently initiating a search for an Senior Office Administrator for our Federal Way, Washington office.
 
Duties and Responsibilities:
  • Provides administrative support to staff in the office including scheduling of team/project/client meetings and drafting of minutes, follow-ups, communication, and coordination of activities in an office or project site (including catering orders meeting preparation, plus provides on-site support for day of meeting to include printing, catering, travel support for attendees, special seating needs, AV support)
  • Responsible for general office administration including office upkeep and liason with building management for maintenance requests, issues (i.e., AC/heat service,) and building/parking access cards
  • Serves as receptionist, answers incoming calls, maintains phone list and welcomes guests as assigned
  • Processes incoming and outgoing U.S. and overnight mail, distributes incoming faxes/packages
  • Coordinates with ARC for large plotter printing requests, and printer questions/issues
  • Assists with ordering computers, accessories, and supplies and business cards for office employees
  • Provides  assistance for new hire onboarding, completion of I-9’s, etc. – this includes working with IT on all required new hire equipment along with collection of IT equipment and security cards for employees exiting the company
  • Coordinate onsite training events with outside vendors and online webinars, as directed
  • Coordinates safety and compliance programs for office, including maintenance of office standards – bulletin boards, inspections of fire extinguishers, AED, AED/CPR Certification, and first aid kits
  • For work on project sites, responsible for technical/project assistance  document control (electronic and hard copy), records management processes (filing, archiving), which includes assistance with project-specific reports, data management, uploading of documents to project websites, project file structure assistance, and construction administration
  • Additional project assistance responsibilities may include tracking of task orders and project contracts, maintain project plans as well as project procedures manuals, workflows, QA review of reports/correspondences, and other field work coordination
  • May be assigned to assist with financial reports for office leaders which includes spreadsheet consolidation, tracking of data, senior staff tracking and travel/expense report support, and monthly/ period national budget and/or utilization reports
  • May assist marketing leads with tracking of RFPs and proposal timelines, and provide proposal delivery assistance including form completions, resume requests, and printing assistance for small proposal not sent out to print shop
  • May assist with processing Accounts Payable and Sub queue invoices for the office
  • May serve as timecard administrator to ensure timecards are completed and submitted on a weekly basis
  • May be assigned to assist with fleet program for the region, working directly with national vehicle lead and facilities administration teams on tracking all required documents, leases, and approvals for maintenance requests, processing new requests and drivers, and collecting monthly driving records for each vehicle
  • Maintains inventory of IT and PPE equipment (laptops, projector, camera) and checks out/replenishes supplies as needed
  • May be assigned to serve as on-site point of contact for coordination of IT issues with Service Desk team, including new computer setup, return out of service machines, server/HVAC/other equipment issues, A/V set-up assistance and responsing to Service Desk emails for additional information
  • Exercises responsible and ethical decision-making regarding company funds, resources and conduct and adhere to WSP’s Code of Conduct and related policies and procedures
  • Other duties as required by business needs

Requirements

Talent is the essence of meeting our client’s objectives, goals and challenges.  If this sounds like a fit for you, we’d love to have that first discussion of you joining our team.
 
Minimum Qualifications:
  • 5+years of experience in administrative support
  • High School Diplpoma or GED
  • Must be a self-starter capable of taking on tasks with little direction or supervision
  • Must possess a high level of professionalism and positive attitude when interacting with colleagues, clients, guests and other employees in the office
  • Demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents and developing PowerPoint presentations
  • Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks
  • Must possess excellent interpersonal and written and verbal communication skills
  • Must have initiative with ability to anticipate needs and complete important tasks without needing to be asked
  • Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through
  • Must be a strong team player
  • Must be able to use discretion and confidentiality
  • Possess technological skills necessary to perform data entry, manage team calendars, and create company reports as needed
  • Exercise responsible and ethical decision-making regarding company funds, resources and conduct and adhere to WSP’s Code of Conduct and related policies and procedures
  • Proven track record of upholding workplace safety and ability to abide by WSP’s health, safety and drug/alcohol and harassment policies
 
Preferred Qualifications:
  • Experience in the engineering consulting industry
  • Knowledge of Oracle and Adobe Professional

About WSP USA
 
WSP USA is the U.S. operating company of one of the world's leading engineering and professional services firms. Dedicated to serving local communities, we are engineers, planners, technical experts, strategic advisors and construction management professionals. WSP USA designs lasting solutions in the transportation, buildings, energy, water and environment sectors. With nearly 9,500 people in 150 offices across the U.S., we partner with our clients to help communities prosper. www.wsp.com/usa
 
WSP provides a comprehensive suite of benefits including medical, dental, vision, disability, life, and retirement savings focused on a providing health and financial stability throughout the employee’s career.
 
At WSP, we want to give our employees the challenges they seek to grow their careers and knowledge base.  Your daily contributions to your team will be a key piece in our meeting client objectives, goals and challenges.  Are you ready to get started? 
 
WSP USA Inc., WSP USA Buildings Inc., and WSP USA Services Inc. (collectively “WSP USA”) is an Equal Opportunity Employer
Race/Age/Color/Religion/Sex/Sexual Orientation/Gender Identity/National Origin/Disability or Protected Veteran Status
 
The selected candidate must be authorized to work in the United States.
Relocation assistance is not available for this position.

Categories

Posted: 2020-09-14 Expires: 2020-10-15

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Senior Office Administrator

WSP
Federal Way, WA 98003

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