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Carollo Engineers Office Administrator in Arlington, Virginia

Office Administrator

Tracking Code


Job Description

Duties and Responsibilities

  • Supervises all day-to-day office operations

  • Conducts New Hire Orientations for engineers and office staff

  • Interfaces with all corporate departments to facilitate proper handling of paperwork, (Accounting, Human Resources, Legal, Facilities and ISG)

  • Coordinates final termination of employees to ensure protection of intellectual properties

  • Reconciles quarterly office budget and annual facilities budget projection

  • Conducts office safety inspections

  • Evaluates ergonomics of employee workstations and coordination with facilities/HR as needed to resolve issues

  • Work with building management to resolve facilities issues

  • Maintain conference room setup/cleanup for meetings

  • Orders office supplies

  • Coordinates petty cash and accounting issues with accounting group

  • Coordinates with engineers and proposal managers in central office as needed

  • Proactively elicits project management information for workload scheduling

  • Attends project management meetings

  • Performs document processing and proposal preparation services

  • Coordinates work distribution with other offices to meet deadlines

  • Ensures adequate staffing, hardware, and software to complete work in an accurate and timely manner

  • Examines completed work for quality control and compliance with company standards.

  • Troubleshoots and resolves computer/software related issues using support from all areas of the company

  • Recruits and trains office support staff

  • Assists with performance appraisals for office support staff

  • Leads brown bag seminars for engineers on document process training

  • Provides system training for new engineers and office staff

  • Assists engineers with routine office, project, and travel scheduling related tasks

  • Assist the Office Manager with office related tasks

  • Reproduction/document assembly and coordination with vendors

  • Physical and electronic document and file management

  • Office events/party planning

  • Other required office administration duties as assigned by the Office Manager

Required Skills

  • Strong verbal and written communication skills

  • Excellent organizational and administrative skills

  • Type 65 wpm

  • Ability to work without direct supervision

  • High level of critical thinking

  • Professional experience handling confidential/sensitive issues

  • Ability to exercise good judgment

  • Prioritize as business/workload dictates and deadline changes

  • Initiative, proactive attitude

  • Ability to juggle multiple priorities and exercise judgment on order of completion of tasks

  • Word (styles, graphics, tables, outlines, table of contents, templates, macros)

  • Excel (basic to intermediate level: formatting, header/footer, file path name, etc.)

  • Adobe Acrobat (converting files into PDF format; adding bookmarks and thumbnails, appending pages)

  • Scanning & OCR Software (varies from office to office)

  • Windows environment (explorer, control panel, printer setup, etc.)

  • Directory structures (organization and maintenance)


Required Experience

  • High school diploma or equivalent, some college business courses or business vocational instruction

  • Minimum of 5 years professional experience in office administration

Preferred Education and Experience

  • Bachelor’s Degree

  • Experience with InDesign, Photoshop and PowerPoint

Carollo is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, ancestry, disability, medical condition, marital status, sex, age, sexual orientation, gender Identity, ethnicity, or veteran status. Qualified applicants with criminal histories will also be considered in a manner that is consistent with the Fair Chance Initiative for Hiring Ordinance and/or any other similar ordinances as required.

EOE/Minorities/Females/Protected Veterans/Disabled

Job Location

Arlington, Virginia, United States

Position Type