Office Administrator [United States]

 

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For more than 100 years, we’ve been a leader in global infrastructure solutions with a focus on planning, design, technology, and construction management services for a diverse array of markets and disciplines. Across more than 60 offices, 2,500+ highly qualified professionals are united in an unyielding commitment to deliver excellence to every client and every project, every day.

The work we do as engineers, architects, planners and construction professionals reshapes environments, reinvents spaces, and strengthens communities for a better, more sustainable world. None of this happens if we stand still, are complacent or accept the status quo. At Gannett Fleming, we are looking for talented professionals who will join us as we deliver innovation, thought leadership and excellence as promised to our clients.

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Company highlights:

• Recognized industry leader: #10 in Mass Transit and Rail by ENR and #13 in Transportation
• Stability: We were established in 1915!
• Work-Life Balance: You will be able to work hybrid
• Mentorship: Develop and guide junior engineers and technicians
• Culture of Learning: 100% tuition reimbursement and access to our comprehensive Learning Network

Gannett Fleming is seeking a quality Office Administrator to join our Los Angeles, CA office!

As an Office Administrator, you will provide support to the office principal, senior management, and other office staff.

Responsibilities will include:

• Prepare, attend, and document management and office principal meetings
• Provide an effective communications link between the employees in the office and all company policies, procedures, directives, and activities
• Organize all office resources to support the efficient execution of services to clients, including office space and leasehold improvements, furniture and fixtures, engineering equipment, trucks, automobiles and other mobile units,
• Coordinate directly with staff to resolve information technology, human resources, quality and operational matters impacting the office,
• Keep management informed of personnel problems, equipment and facility and organizational needs,
• Assist in internal and external communications and responding to routine inquiries from employees and external entities; and routing complex inquiries and supporting documentation/information to appropriate staff,
• Perform human resource duties, such as new hire preparation and orientation and termination paperwork, work with hiring managers and/or delegates to onboard new hires into the organization
• Coordinate office & client events and functions such as training sessions, celebrations, Gannett Days, picnics, client meetings, and executive staff visits in collaboration with senior management
• Perform and/or manage duties of office safety coordinator(s) (updates of emergency/evacuation plans, organize safety trainings, equipment ordering, etc.)
• Keep all office manuals and pertinent office documentation updated,
• Lead office sustainability programs and accountability to office lease terms and commitments

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Minimum Qualifications

• Bachelor’s Degree preferred or related experience
• 5+ years of Administrative experience required
• Proficiency with all Microsoft Office Suite/O365 products required
• Experience with integrated IOS phone systems
• Knowledge and experience with Accounts Payable
• Experience with hiring and onboarding processes and general Human Resources rules
• Must have excellent organizational skills, strong attention to detail, and the ability to multitask and prioritize
• Must have excellent customer service skills
• Strong verbal and written communication skills required

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At Gannett Fleming, we believe in improving the lives of the people we serve. We believe in innovation and social responsibility. We believe in the diversity of our team and the creative solutions they provide. We believe in embracing change and emerging technologies while maintaining an unmatched standard of quality. We believe in creating an environment where employees can thrive at home and at work. We believe in engaging our employees, building lasting relationships with our clients, and, in turn, making a difference in the world.

We offer a comprehensive benefits program, which includes medical, dental, vision and life insurance, our tax-deferred 401 (K) savings plan, and the opportunity to incentive compensation for eligible positions. We are committed to your personal growth and professional development, so we offer tuition reimbursement, access to internal and external training programs and support active participation in professional organizations.

Gannett Fleming is an Equal Opportunity/Affirmative Action Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veterans’ status or other characteristics protected by law.

NO AGENCIES PLEASE: Unsolicited resumes from third party agencies will not be accepted.

Location: Los Angeles, CA

Core Business Hours: 8:00 AM – 5:00 PM - Hybrid schedule
Employment Status: Full-Time

Internal Requisition ID:2023-10129

Salary Range: $55,000 - $70,000 (USD) Salary dependent upon experience and geographic location

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Please be advised that Gannett Fleming may require you to attest to your vaccination status and provide proof of Covid-19 vaccination. Regulatory requirements remain fluid at this time and Gannett Fleming will abide by Covid-19 mandates impacting our business as well as meet the requirements of our clients. Valid religious and medical exemptions will be reviewed and considered in accordance with applicable law.

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