Burns & McDonnell Office Administrator in Chicago, Illinois
The Office Administrator is responsible for managing the overall facility operations, as well as, other auxiliary office locations and/or project office space. Responsibilities include managing office support personnel, function as office safety representative, deriving and compiling office budgets and reports.
Manages office operations. Responsible for facilities management in coordination with building management, responsible for maintaining safe and secure office space, liaison with property and company security departments to ensure safe working and parking conditions. Approve building maintenance activities. Respond to emergency situations involving, HVAC equipment, fires and natural disasters. Manage office access security program (badging and keys).
Responsible for managing other administrative staff, including project support and receptionists. Problem solving and conflict resolution involving the delegation and assigned responsibility of the completion of the work product. Responsible for approval of clerical staff timecards.
Hire and train clerical staff. Participate in interviewing, selecting and training clerical staff. Recommends supplementary training.
Reviews clerical work product for accuracy and timeliness. Responsible for the periodic review of work product and providing performance feedback.
Evaluates clerical staff. Responsible for evaluating performance on standard metrics involving creativity, client relationships, commitment, interpersonal skills and professionalism. Responsible for the completion of the performance appraisal and participates in performance evaluation conference.
Manages and coordinates office support and receptionist staff. Manages daily clerical coverage to meet the needs of the technical and department staff activities.
Evaluates office production, processes, improves 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.
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 supplies. Provides cost solutions. Negotiation of procurement and supplies.
Works with IT staff to coordinate all operations related activities including outage times, upgrades,
Plans office layouts, building plans, space planning in coordination with WHQ facilities group. Reviews detailed drawings and collaborates on equipment placement in relation to resources. Manage space and seating assignments.
Manage fleet vehicles. Ensures completion of mandatory driving training. Administers fleet vehicle program for employee qualifications and business necessity. Monitor fleet assignments and documentation, trip tickets reconciliation. Administers maintenance and repair of vehicles. Responsible for reconciliation and monitoring of company fueling program.
Assists with preparation of budgets and financial reports. Maintains a high level of accuracy in preparing information involving complex data.
Prepares activities reports for management. Tracking budgets, document and preparing results compiling such data.
Oversee office petty cash and banking. Review monthly statements for accuracy, exception reports, and accounts receivable reports. Explain fluctuations; provide summary reports on overhead costs.
Safety and Health Representative. Responsible for emergency evacuation plan in coordination with local Safety & Health representative. Serves as safety representative for office including functions as a first responder to office emergencies. Manages compliance of required physicals and other required safety programs.
Other duties as required
Bachelor’s degree in Business Administration or related field with 3 years office management experience. Prior supervisory experience is preferred. Effective verbal and written communication skills. Must be well organized and able to multi-task. Attention to detail and ability to maintain confidentiality. Must be able to build and maintain Executive level relationship. Accounting and reporting experience required. High level of proficiency in Microsoft Office (Word, Excel, Powerpoint, Outlook).
Job Administrative/Office Support
Primary Location US-IL-Chicago
Travel: Yes, 5 % of the Time
About Burns & McDonnell
Burns & McDonnell is making the world a better place every day. When we take on some of the world’s toughest challenges, we’re putting the industry’s best thinking to work, striving to create amazing success for our clients and amazing careers for our employee-owners. Our staff of more than 7,000 engineers, architects, construction professionals, scientists, consultants and business professionals is constantly growing.
We have offices and projects across the U.S. and around the globe. We are proud to rank among FORTUNE magazine’s 100 Best Companies to Work For. Our culture, powered by 100% employee ownership, plays a major role in getting us there. Each employee brings a high level of commitment to every project. Clients have shown their appreciation of this dedication, rewarding us with a 90% repeat business rate and decades-long partnerships. That’s pretty cool for a firm that started as a small engineering consulting shop back in 1898.
At Burns & McDonnell, you’ll have the opportunity to make a difference while fulfilling your personal and professional ambitions. Our entrepreneurial culture lets you guide your destiny and shape the path your career travels. And with hundreds of service specialties, your career and development options are endless.
Are you ready to create amazing?
Burns & McDonnell is an Equal Opportunity Employer Minorities/Females/Disabled/Veterans
Req ID: 192111