Description
About the Role:
The Office Administrator must be customer service focused with the ability to balance multiple assignments in a fast-paced, team environment. A team-oriented approach and the ability to collaborate with technical professionals is essential. The ability to listen and understand expectations, take direction from peers, and communicate effectively and proactively is required.
What You’ll Be Doing:
The Office Administrator has broad administrative responsibility as well as managing all of the Company’s office services including copy, mail and courier services, records retention, office reception, light facilities services (utilities, security, communication) and managing timelines for delivery of these services. Additionally, the Office Administrator is responsible for managing relationships with staff and with vendors. This position is responsible for but not limited to the following tasks:
Providing front desk reception greeting guests and answering main phone line Assist with office event coordination, planning and execution activities including set-up/clean-up (monthly happy hours, staff meetings and intern events). Assist in scheduling onsite meetings and events (In-person, Zoom or Teams) Act as the point of contact for incoming and outgoing mail/shipments Manage light building maintenance and projects including relationship with external vendors (building management, Audio Visual, Copy/Printer maintenance and company vehicle) Manage and maintain inventory of office equipment/supplies/food delivery: purchase as needed and be point of contact for any issue that arises. Manage and maintain cleanliness of common use areas, conference rooms, office reception area, supply rooms and office kitchen. Preparation and maintenance of project and marketing files both at onsite and offsite locations. Local errands as needed. Updating various contact lists and office documents as needed. Supporting office accounting staff, marketing, hiring team, and engineering staff as needed using Excel, Word, Adobe Creative Cloud, and Canva Support in the On-boarding of new employees with office set-up, welcome kit and first point of contact on their start date. General office assistance and other projects may be assigned.
Who We’re Looking For:
A friendly and welcoming demeanor Organized and detail oriented The ability to take ownership and work independently with minimal supervision and direction Must be self-motivated, ability to multi-task and meet deadlines, and work with all levels of technical and administrative staff Good time management skills, including recognition of opportunities to streamline and accommodate changes in scope of work and timeline. A strong desire to learn and collaborate. Dependable, reliable attendance. Experience using a phone in a professional environment. Prior experience as an administrative assistant / office manager / receptionist or any related customer facing role. Consistent, professional dress and manner. Excellent written and verbal communication skills. Competency in Microsoft 365 applications, (excel, word, power point, etc.). Knowledge of Adobe Acrobat, Adobe Illustrator and Adobe lnDesign would also be beneficial. Experience with administrative and clerical procedures. Able to contribute positively as part of a team, helping with various tasks as required. Ability to lift 20lbs. Able to remain in a stationary position for long periods of time. This position is an employee/guest focused role and will not be eligible for work from home.
About Us
KPFF Special Projects Division
Since 1996, KPFF's Special Projects Division has been at the forefront of addressing specialized challenges in project development. With over 130 team members in three offices strategically located in Long Beach, CA, Tacoma, WA, and Seattle, WA, our approach combines dedicated project managers, a skilled technical team, and a commitment to innovation. We offer a comprehensive range of services including civil, structural, and mechanical engineering, machinery design, construction and project management, and planning services.
We specialize in the management and design of heavy civil, structural, industrial, and waterfront infrastructure projects across the United States. Our team thrives on solving unique, multi-disciplinary challenges, collaborating closely with clients such ports, government agencies, private industry, and contractors.
Join us at KPFF Special Projects Division and be part of a dynamic team that drives innovation and excels at project delivery.
KPFF
KPFF, a multi-office, multi-discipline engineering firm, is committed to Excellence, Trust, Relationships, Stability, and Passion. With over 60 years of experience, we provide creative solutions for diverse projects, scales, and industries. Our 1,400 professionals in 27 offices nationwide thrive in a decentralized structure, offering abundant flexibility and numerous opportunities for professional growth. At KPFF, join a legacy of excellence where every team member has the opportunity to contribute to innovative solutions and impactful projects.
KPFF is proud to be an Equal Opportunity Employer.
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