Office Coordinator

Overview

Kimley-Horn is looking for an Office Coordinator to join our team in Charlotte, North Carolina! We are seeking a proactive self-starter to provide administrative support to our growing offices in South Carolina. Position will sit in our Charlotte office and provide remote support to our Columbia and Greenville offices. This is not a remote position.

Office Management:

• Manage front desk reception area; greet visitors both face to face and on the phone.
• Maintain general housekeeping for reception area, conference rooms and breakroom; perform floor walks to identify facility needs, i.e. light bulbs, leaks, etc.; coordinate various building maintenance activities with Regional Facilities Coordinator and property management.
• Manage office supply orders to ensure office supplies are always stocked; submit special supply order requests as needed.
• Manage calendar of shared office resources including conference rooms, booking time slots and handling scheduling conflicts as necessary.
• Assist staff with rental vehicle coordination and return.
• Coordinate  access and desk space for new hires and office visitors.
• Manage incoming and outgoing mail/packages, including making labels, distributing mail, ordering/printing postage and mailing supplies as needed.
• Partner with internal groups to coordinate space and catering as needed.

Administrative Support:

• Assist with producing project plans, contract documents, project manuals, marketing materials, reports, and requesting insurance certificates. This may consist of printing, copying, scanning, and/or binding documents.
• Assist with proofreading and/or revising client proposals, fee estimates, scope of services, various forms, progress reports, and other project documents.
• Coordinate travel and manage expense reports; may receive and process invoices.
• Order catering for internal and external meetings.
• Special projects as identified.

• Able to maintain confidentiality.
• Available to work 7:30am – 5:30pm Monday - Thursday and 7:30am – 11:30am Friday; flexibility may be available if specific needs are addressed during interview process.
• H.S. Diploma or equivalent with minimum 4 years related experience; bachelor’s degree and 1-2 years administrative support strongly preferred.
• Proficient with MS Office applications, including Outlook, Teams, Word, Excel, PowerPoint.
• Strong writing, editing and proofreading skills.
• Valid driver’s license; ability and willingness to run local errands regularly, i.e. dropping off documents.
• Able to travel on a limited basis (Greenville, SC and Columbia, SC).
• Able to anticipate needs, multi-task and support multiple project managers.
• Able to learn new tasks and/or software programs quickly.

Additional

Preferred Qualifications:

• Willingness to occasionally shift regular hours to accommodate special events.
• Valid Notary, or ability to become quickly certified.
• Familiarity with Adobe Pro and/or Creative Cloud is advantageous.
• Experience in the consulting industry, particularly in engineering or architecture, is beneficial.

At Kimley-Horn, we do things differently. People, clients, and employees are at the forefront of who we are. Clients know we prioritize achieving their goals and growing their success. Employees know our culture and approach to business are built on a desire to provide an environment for everyone to flourish. Our commitment to quality is only as good as the people behind it— that’s why we welcome and develop passionate, hardworking, and proactive employees.

We take pride in how our employee retention, robust benefits package, and company values have led to Kimley-Horn’s placement on the Fortune “100 Best Companies to Work” list for 18 years!

Key Benefits at Kimley-Horn

• Exceptional Retirement Plan: 2-to1- company match on up to 4% of eligible compensation (salary + bonus) and additional profit-sharing contribution.
• Comprehensive Health Coverage:
  Low-cost medical, dental, and vision insurance options.
• Time Off:
  Personal leave, flexible scheduling, floating holidays, and half-day Fridays.
• Financial Wellness:
  Student loan matching in our 401(k), and performance-based bonuses.
• Professional Development:
  Tuition reimbursement and extensive internal training programs.
• Family-Friendly Benefits:
  New Parent Leave, family building benefits, and childcare resources.