Office Administrator

At HDR, we⠀specialize⠀in⠀engineering,⠀architecture,⠀environmental⠀and⠀construction⠀services.⠀While we⠀are most⠀well-known⠀for adding⠀beauty and⠀structure⠀to⠀communities⠀through⠀high-performance⠀buildings⠀and smart⠀infrastructure,⠀we provide⠀much more⠀than that.⠀We create⠀an⠀unshakable⠀foundation⠀for⠀progress⠀because⠀our⠀multidisciplinary⠀teams also⠀include⠀scientists,⠀economists,⠀builders,⠀analysts⠀and⠀artists.⠀That's why⠀we believe⠀diversity⠀is our⠀greatest⠀strength.⠀HDR is⠀proud to⠀be an⠀equal⠀opportunity⠀workplace⠀and an⠀affirmative⠀action⠀employer.

We⠀believe⠀that the⠀way we⠀work can⠀add⠀meaning⠀and value⠀to the⠀world.⠀That ideas⠀inspire⠀positive⠀change.⠀That⠀coloring⠀outside⠀the lines⠀can⠀illuminate⠀fresh⠀perspectives.⠀And that⠀small⠀details⠀yield⠀important⠀realizations.⠀Above all,⠀we believe⠀that⠀collaboration⠀is the⠀best way⠀forward.

Primary⠀Responsibilities

In⠀the role⠀of Office⠀Administrator,⠀we'll⠀count on⠀you to:

• Provide⠀Administrative⠀office⠀leadership⠀for the⠀two San⠀Diego⠀offices.
• Supervise⠀and train⠀Admin.⠀Assistants/Receptionist.
• Answer⠀questions⠀from the⠀admin.⠀staff and⠀guide them⠀on⠀deadlines,⠀situations,⠀tasks,⠀typing,⠀staff⠀presentations⠀or⠀purchases.
• Answer⠀questions⠀regarding⠀company⠀policies,⠀procedures⠀and⠀guidelines.
• Exercise⠀good⠀judgment⠀and⠀discretion,⠀and⠀independently⠀resolve⠀problems⠀and issues⠀relating⠀to⠀administrative⠀functions.
• Manage⠀multiple⠀complex⠀paper and⠀electronic⠀files,⠀including⠀high-level⠀documents⠀and⠀records.
• Complete⠀30, 60, 90⠀day⠀orientation⠀for all⠀direct⠀report new⠀hires.
• Train⠀direct⠀reports on⠀their job⠀responsibilities.⠀Review and⠀track any⠀trainings⠀they⠀complete.
• Fulfill⠀duties of⠀Admin.⠀Assistant/Receptionist⠀when⠀necessary⠀on any of⠀their⠀assigned⠀tasks.
• Complete⠀and⠀conduct⠀performance⠀evaluations⠀annually⠀for⠀Administrative⠀Assistant/Receptionist⠀and submit⠀to Human⠀Resources.
• Prepare⠀and submit⠀request to⠀accounting⠀for San⠀Diego⠀downtown⠀parking⠀validations.
• Review⠀and order⠀office⠀supplies⠀on the⠀preferred⠀discount⠀list from⠀Office⠀Depot⠀and/or⠀Amazon as⠀needed.
• Review⠀and order⠀coffee⠀supplies⠀from⠀coffee⠀vendor⠀monthly.
• Maintain⠀a list of⠀vendors⠀used with⠀account⠀numbers⠀and⠀contact⠀information;⠀i.e.⠀Federal⠀Express,⠀UPS, GLS,⠀local⠀couriers,⠀hotels,⠀food⠀suppliers,⠀reprographic,⠀etc.
• Supervise⠀meeting⠀arrangements,⠀including⠀refreshments/food,⠀audio/video⠀and⠀conference⠀room⠀setup.
• Review,⠀approve⠀and⠀process⠀accounts⠀payable⠀invoices⠀for⠀supplies⠀and office⠀maintenance.⠀Email⠀invoices⠀to the⠀Irvine⠀office⠀accounting⠀for⠀processing.
• Review⠀and⠀approve⠀charges on⠀the⠀company⠀VISA⠀credit⠀card. Scan⠀receipts⠀and log⠀purchases⠀in FNBO⠀online.
• Review⠀and⠀approve⠀ordering⠀of printed⠀materials⠀(stationery,⠀brochures,⠀newsletters,⠀engineering⠀stamps and⠀other⠀special⠀ordered⠀stamps,⠀etc.).
• Make⠀sure an⠀office or⠀workstation⠀is ready⠀for new⠀hires⠀after⠀admin.⠀assistant⠀has⠀setup.
• Interview⠀and hire⠀administrative⠀staff when⠀needed.
• Call⠀vendors⠀for⠀maintenance⠀quotes and⠀schedule⠀repairs.⠀Request⠀and review⠀insurance⠀certificates⠀from⠀vendors.⠀Make sure⠀they meet⠀the⠀insurance⠀requirements⠀for the⠀building.
• Main⠀contact⠀with⠀building⠀property⠀management,⠀security⠀and⠀janitorial.⠀Submit⠀maintenance⠀work⠀orders for⠀items when⠀needed.
• Assist⠀Management⠀with⠀calendar⠀invitations⠀when⠀requested⠀and⠀meeting⠀setup.
• Review⠀and make⠀changes on⠀So Cal⠀Area⠀Office⠀Matrix⠀report⠀monthly.
• Attend⠀Office⠀Matrix⠀meetings⠀monthly.
• Schedule⠀meeting⠀with both⠀office⠀leaders⠀monthly to⠀discuss⠀office⠀items and⠀upcoming⠀meetings/visitors.
• Forward⠀requests⠀for⠀political⠀contributions,⠀sponsorships⠀or⠀seminars⠀to Irvine⠀office⠀accounting.
• Track⠀yearly⠀expenses⠀for office⠀budget⠀(TSO,⠀Green⠀Team,⠀Wellness,⠀YPG,⠀etc.).
• Review⠀and assist⠀with⠀slides for⠀bi-monthly⠀staff⠀meeting⠀presentations⠀and⠀possibly⠀be the⠀speaker on⠀some⠀slides.
• Review,⠀approve⠀and⠀monitor⠀emails⠀sent out⠀to “All⠀Staff⠀Inclusive”⠀for both⠀San Diego⠀offices.
• Send⠀emails to⠀“All⠀Staff⠀Inclusive”⠀with⠀announcements⠀from⠀Property⠀Management,⠀etc.
• Provide⠀parking⠀garage⠀forms to⠀staff if⠀requested⠀for the⠀San Diego⠀downtown⠀office.⠀Email⠀forms to⠀add,⠀delete and⠀change⠀employee⠀parking⠀badges to⠀garage⠀vendors⠀and⠀supervisor.
• Keep⠀a log of⠀all⠀employees⠀utilizing⠀the⠀parking⠀garages⠀for San⠀Diego⠀downtown⠀office.
• Track⠀schedules⠀for⠀vendors⠀and be the⠀main⠀contact⠀(plant,⠀paper⠀recycling,⠀vending⠀and⠀janitorial).
• Submit⠀all office⠀furniture⠀requests⠀to⠀supervisor.
• Email⠀HDR⠀business⠀card order⠀requests.
• Possibly⠀work in⠀another⠀office to⠀attend a⠀meeting,⠀for⠀training⠀or to⠀cover the⠀administrative⠀staff.
• Ensure⠀orientation⠀for new⠀employees⠀is⠀completed⠀by HR and⠀Safety⠀Coordinator.
• Submit⠀an IT⠀ticket to⠀activate⠀and/or⠀delete⠀suite and⠀building⠀access⠀badges.
• Meet⠀with⠀terminating⠀employees,⠀collect⠀keys,⠀access⠀badges,⠀computer,⠀parking⠀badge,⠀cell⠀phone,⠀etc.
• Provide⠀HR forms⠀to staff⠀when⠀requested⠀(Direct⠀Deposit,⠀Parking⠀Deductions,⠀etc.).
• Daily⠀walk the⠀office for⠀a safety⠀inspection⠀and make⠀sure it is⠀kept⠀clean.
• Attend⠀monthly⠀Webex⠀Corporate⠀Safety⠀Committee⠀Meetings.⠀Make sure⠀both San⠀Diego⠀offices⠀follows⠀through⠀with⠀action⠀items⠀assigned⠀monthly.
• Review⠀Industry⠀Safe⠀emails⠀when⠀received⠀and decide⠀action⠀plan. If⠀incident⠀occurred⠀due to⠀safety⠀issue,⠀investigate⠀and⠀correct⠀immediately.
• Review⠀both San⠀Diego⠀office⠀Emergency⠀Action⠀Plans,⠀Office⠀Safety⠀Plans and⠀Business⠀Continuity⠀Plans.
• Respond⠀to any⠀safety⠀complaints⠀and⠀concerns⠀raised by⠀employees.
• Review⠀monthly⠀Safety⠀Scorecards⠀for the⠀San Diego⠀office.⠀Assist⠀safety⠀coordinator⠀to see⠀where⠀improvements⠀are⠀needed.
• Make⠀sure⠀safety⠀briefings⠀are⠀correct⠀and posted⠀in all San⠀Diego⠀conference⠀rooms.
• On⠀a⠀quarterly⠀basis⠀inspect⠀both San⠀Diego⠀offices to⠀see if⠀items on⠀the Senior⠀Management⠀Observation⠀checklist⠀are⠀done.
• Run⠀errands⠀using⠀personal⠀vehicle⠀when⠀needed.
• May⠀perform⠀other⠀administrative⠀tasks/projects⠀as⠀assigned⠀by⠀supervisor.

Required Qualifications

• A minimum⠀of 4+⠀years of⠀experience
• High⠀attention⠀to detail⠀and⠀deadlines
• Proficient⠀with⠀Microsoft⠀Office⠀Suite⠀including⠀Outlook
• Ability⠀to work⠀with and⠀take⠀direction⠀from⠀multiple⠀levels of⠀professional⠀staff
• Ability⠀to work⠀under⠀pressure⠀in a team⠀environment⠀with⠀strong⠀attention⠀to detail⠀and⠀ability to⠀work⠀independently
• An⠀attitude⠀and⠀commitment⠀to being⠀an active⠀participant⠀of our⠀employee-owned⠀culture is⠀a must

Preferred Qualifications

• Bachelor's⠀degree⠀preferred
• Previously⠀supervised⠀administrative⠀staff.
• High⠀attention⠀to detail,⠀quality⠀and⠀deadlines.
• Proficient⠀with⠀Microsoft⠀Office⠀Suite,⠀including⠀Outlook,⠀Word,⠀Excel and⠀PowerPoint.
• Flexible,⠀dependable,⠀multi-tasks⠀and⠀ability to⠀prioritize⠀tasks.
• Excellent⠀communication⠀and⠀interpersonal⠀skills.
• Can⠀travel to⠀work in⠀other So⠀Cal⠀offices.

Why HDR

At HDR, we⠀know work⠀isn't only⠀about who⠀you work⠀for it's⠀also about⠀what you⠀do and how⠀you do it.⠀Led by the⠀strength⠀of our⠀values and⠀a culture⠀shaped by⠀employee⠀ownership,⠀we network⠀with each⠀other,⠀build on⠀each⠀other's⠀contributions,⠀and⠀collaborate⠀together⠀to make⠀great⠀things⠀possible.⠀When you⠀join HDR,⠀we give⠀you⠀license to⠀do the⠀same. We⠀help you⠀take⠀charge of⠀your⠀career,⠀giving you⠀multiple⠀growth⠀opportunities⠀along the⠀way.

We⠀provide a⠀comprehensive⠀benefits⠀package⠀that⠀promotes⠀employee⠀ownership,⠀employee⠀health,⠀performance,⠀and⠀success,⠀which⠀includes⠀medical,⠀dental,⠀vision,⠀short and⠀long-term⠀disability,⠀life⠀insurance,⠀an⠀employee⠀assistance⠀program,⠀paid time⠀off,⠀parental⠀leave,⠀paid⠀holidays,⠀401(k)⠀retirement⠀savings⠀plan with⠀employer⠀match,⠀employee⠀referral⠀bonuses⠀and⠀tuition⠀reimbursement.⠀The⠀expected⠀compensation⠀range for⠀this⠀position⠀is $33.17-⠀$37.50⠀annually⠀depending⠀upon⠀skills,⠀experience,⠀education⠀and⠀geographical⠀location.⠀Stated⠀benefits⠀are for⠀full-time⠀regular⠀positions.⠀Temporary⠀and⠀part-time⠀roles⠀eligible⠀for⠀limited⠀benefits.