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Burns & McDonnell Office Administrator - Management & Support (Dallas/Fort Worth) in Dallas, Texas

Description

The Office Administrator is responsible for managing the overall facility operations, as well as other branch office locations and/or project office space, including strategic planning for business operations and implementation of necessary daily operations for organizational effectiveness and efficiency. Responsibilities include managing office support personnel, deriving and compiling office budgets and reports, and facilities management of the office. Specific duties include:

  • Assist General Manager in producing deliverables for executive management including but not limited to financial reports, presentations, and business plan documents.

  • Responsible for fostering a positive and friendly work culture including development of an annual calendar of events (i.e. Corp events, ESOP, happy hours, annual picnic, annual holiday party, etc.) in coordination with the Burns & McDonnell committee.

  • Coordinate travel for General Manager and GP leadership team.

  • Prepare and submit expense reports.

  • Assistance with office real estate searches, renovations, furnishing, and moves.

  • Responsible for managing other administrative staff. Problem-solving and conflict resolution involving the delegation and assigned responsibility of the completion of the work product. Responsible for approval of administrative staff timecards.

  • Evaluate administrative 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 participating in performance evaluation conferences.

  • Hire and train administrative staff. Participate in interviewing, selecting, and training administrative staff. Recommends supplementary training.

  • Review administrative work products for accuracy and timeliness. Responsible for the periodic review of work products and providing performance feedback.

  • Create and type client correspondence.

  • Track schedules, budgets, and documents and prepare results compiling such data.

  • Meeting preparation including meeting arrangements and minutes.

  • Responsible for coordination, approval, and ordering office furniture and supplies.

  • 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.

  • Manages and coordinates required training programs for office personnel in conjunction with the corporate training department.

  • 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.

  • Maintain office supply inventory and equipment. Manage the process to authorize the purchase of supplies. Provides cost solutions. Negotiation of procurement and supplies.

  • 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 a 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).

  • Other duties as assigned.

Qualifications

  • High School diploma or equivalent. College education/degree is desirable. Minimum 7 years administrative support 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.

  • High level of proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

  • Understanding of financial concepts (P&L, accrual accounting, etc.).

EEO/Minorities/Females/Disabled/Veterans

Job Administrative/Office Support

Primary Location US-TX-Dallas

Other Locations US-TX-Fort Worth

Schedule: Full-time

Travel: Yes, 15 % of the Time

Req ID: 225923

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