POSITION: Office Administrator

REPORTS TO: Corporate Administrative Services Manager

POSTION SUMMARY: Baxter & Woodman is seeking an Office Administrator to join our Administrative Team in our West Palm Beach, Florida office. This position is responsible for organizing and coordinating administration duties and office procedures. The role of the Office Administrator is to create and maintain a positive work environment.

The Office Administrator is responsible for scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our Florida region and all B&W employees.

Responsibilities:

• Serve as the point person in the office for Corporate Departments such as Facilities, Human Resources, Marketing, IT and Accounting
• Schedule meetings and appointments
• Work with Facilities to maintain office condition and necessary repairs
• Partner with HR to update and maintain office policies as necessary
• Coordinate with IT department on all office equipment
• Provide support and hospitality to visitors
• Plan in-house and off-site activities, like celebrations and conferences
• Preparation of project correspondence
• Attend meetings to take notes
• General office support for all engineering departments; assembling industry project manuals; preparing agency submittals; general correspondence.
• Coordinate work for other administrative staff members when necessary.
• Create and modify PowerPoint, Word, and Excel documents.
• Coordinate supplies for projects, company meetings, or training events.
• Delivery of proposals and other client documentation when necessary.
• Assist business support groups with regional operations.
• Front desk reception.
• Other tasks and duties as assigned.

Requirements:

• 8 + years of Administrative experience
• Civil Engineering Industry experience a plus
• Proficiency in MS Office Suite – specifically Outlook, Word, PowerPoint, Excel.
• Proficiency in Adobe
• Strong leadership skills, with the ability to motivate the office environment.
• Excellent communication skills, with the ability to communicate effectively with all levels of the organization.
• Strong organizational skills, with the ability to multi-task and prioritize effectively.
• Excellent attention to detail and accuracy.
• Travel between offices when necessary with personal vehicle.
• Attention to detail and problem solving
• High School degree

Baxter & Woodman is an equal opportunity- affirmative action - M/F/Vet/Disability employer