Office Administration Supervisor

At HNTB,⠀you can⠀create a⠀career⠀that is⠀meaningful⠀to you⠀while⠀building⠀communities⠀that⠀matter to⠀all of us.⠀For more⠀than a⠀century,⠀we have⠀been⠀delivering⠀solutions⠀for some⠀of the⠀largest,⠀most⠀complex⠀infrastructure⠀projects⠀across the⠀country.⠀With our⠀historic⠀growth, it⠀is an⠀exciting⠀time to⠀join our⠀team of⠀employee-owners.

This⠀opportunity⠀entails⠀the⠀coordination⠀of a broad⠀range of⠀administrative⠀functions⠀in support⠀of a⠀large,⠀complex⠀office⠀which⠀consists⠀of⠀multiple⠀locations.⠀Serves as⠀primary⠀management⠀liaison⠀for staff⠀regarding⠀administration⠀issues.⠀Manages⠀office⠀workload⠀and⠀coverage,⠀and⠀manages⠀performance⠀of direct⠀report.

Seeking⠀a⠀positive,⠀collaborative⠀leader to⠀supervise⠀administrative⠀team in⠀our Tampa⠀office and⠀coordinate⠀administrative⠀functions⠀across⠀four⠀office⠀locations.

What You’ll Do:

• Performs⠀administrative⠀duties in⠀support of⠀office⠀staff⠀including,⠀coordinating⠀and⠀scheduling⠀calendar⠀appointments,⠀meetings⠀and⠀travel,⠀preparing⠀a variety⠀of⠀correspondence⠀under⠀general⠀guidance,⠀receiving⠀and⠀directing⠀incoming⠀calls and⠀welcoming⠀visitors.⠀Furnishes⠀information⠀and⠀responds⠀to routine⠀correspondence⠀when⠀necessary.⠀Coordinates⠀the⠀receipt,⠀distribution⠀and⠀delivery⠀of mail⠀both to⠀and from⠀the⠀office.
• Coordinates⠀local⠀policy and⠀procedures⠀with the⠀appropriate⠀corporate⠀and/or⠀divisional⠀functions⠀to ensure⠀full and⠀complete⠀procedures⠀are in⠀place⠀covering⠀assigned⠀areas.⠀Recommends⠀changes in⠀process or⠀procedure⠀to⠀management.
• Prepares⠀reports,⠀gathering⠀and⠀summarizing⠀a variety⠀of data⠀from⠀multiple⠀sources.⠀Organizes⠀and⠀maintains⠀office⠀files⠀(electronic⠀and⠀hardcopy)⠀and⠀records in⠀accordance⠀with⠀internal⠀retention⠀policy and⠀procedures.
• Prepares⠀and⠀submits⠀expense⠀reports on⠀behalf of⠀office⠀staff,⠀securing⠀and⠀maintaining⠀supporting⠀documentation⠀and⠀ensuring⠀accurate⠀coding of⠀expense⠀items.⠀Supports⠀Accounts⠀Payable⠀functions⠀by⠀accurately⠀coding and⠀processing⠀invoices.⠀May⠀provide⠀supervision⠀and⠀direction⠀to A/P⠀staff.
• Tracks⠀and⠀coordinates⠀the⠀acquisition⠀and⠀distribution⠀of⠀materials,⠀supplies⠀and⠀equipment.⠀Maintains⠀inventory⠀of⠀furniture⠀and⠀equipment.⠀Working⠀with⠀Corporate⠀Procurement⠀and⠀facilities,⠀assists⠀with⠀office⠀moves.⠀Coordinates⠀with⠀facilities⠀on any⠀building⠀maintenance⠀issues.⠀May track⠀mileage⠀and ensure⠀maintenance⠀of vehicle⠀fleet.
• Organizes⠀and⠀coordinates⠀events for⠀the⠀office.
• Delivers⠀new hire⠀orientation⠀when⠀needed.
• Performs⠀other⠀duties as⠀assigned.

What You’ll Need:

• High⠀School⠀Diploma/GED⠀or⠀equivalent
• 8⠀years⠀related⠀experience

What We Prefer:

• Ability to⠀maintain⠀confidentiality
• Planning,⠀time⠀management⠀and⠀organizational⠀skills
• Ability⠀to balance⠀multiple⠀tasks and⠀changing⠀priorities
• Attention⠀to⠀detail
• Demonstrated⠀ability to⠀compose,⠀edit and⠀proof read⠀written⠀documents⠀(routine⠀letters,⠀business⠀correspondence⠀and⠀reports of⠀varying⠀complexity)