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, to including strategic planning for business operations and implementation of necessary daily operations for organizational effectiveness and efficiency.Responsibilities include managing office support personnel, function as office safety representative, serve as human resources liaison, deriving and compiling office budgets and reports, purchasing and negotiation of office equipment and facilities management of the office.
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.Administer, review and enforce the building lease. 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 project assistant and receptionist services.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 office furniture and supplies. Provides cost solutions. Negotiation of procurement of office furniture and supplies.
Administers office IT functions, phones, computers and AV equipment.Procurement of IT equipment, network and server problem-solving, respond to phone and network outages.Responsible for negotiating and procurement of AV and communications equipment for location(s).Manage the wireless phone program, including employee qualifications, procurement of phone and approving wireless plan. Maintain office telephone communication system.
Plans office layouts, building plans, space planning.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.
Prepares 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.
Accurately completing complex accounting functions, involving internal MIS reports, internal BIZ projection and costing reports, invoices, billing and accounts payable checks.Oversee office petty cash and banking.Manages weekly chargeability and sales projection reporting function.Manages monthly financial reporting function involving analyzing variances from forecast to actual expenditures.Review monthly statements for accuracy, exception reports, and accounts receivable reports.Explain fluctuations; provide summary reports on overhead costs.
Manages office human resources functions.Responsiblefor office orientation, reviews benefits forms, completes I-9’s in accordance with federal government guidelines, supports hiring and termination process, communicates employee benefits, maintains confidentiality of information, coordinate and administer new employee orientation and other HR support functions, manages and coordinates required training programs for office personnel in conjunction with corporate training department.
Safety and Health Representative.Responsible for emergency evacuation plan.Serves as safety representative for office including functions as a first responder to office emergencies.Manages compliance of requiredphysicals 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 more amazing place with more than 5,000 engineers, architects, construction professionals, scientists and consultants on staff and growing. We strive to create amazing success for our clients and amazing careers for our employee-owners. We take on some of the world’s toughest challenges with the industry’s best thinking.
We have offices and projects spanning the US and the globe. We are proud to rank among FORTUNE magazine’s 100 Best Companies to Work For. Our culture of 100% employee ownership plays a major role in supporting that outcome. Each employee shares in the ownership of the firm, bringing the commitment of an owner to our projects. Clients appreciate that and have rewarded us with a 90% repeat business rate and decades-long partnerships. Pretty cool for a 100 year old firm that grows organically.
At Burns & McDonnell, you’ll have the opportunity to make a difference every day while fulfilling your personal and professional ambitions. Our entrepreneurial culture lets you guide your destiny and shape the path your career travels. And with more than 350 service specialties, your career and development options are abundant.
Burns & McDonnell is an Equal Opportunity Employer Minorities/Females/Disabled/Veterans
Req ID: 192111