Office Administrator - Chicago

Description

The Office Administrator is responsible for managing the overall facility operations and other auxiliary office locations or project office space, including strategic planning for business operations and implementation of necessary daily processes for organizational effectiveness and efficiency. Responsibilities include managing office support personnel, functioning as an office safety representative, serving as human resources liaison, deriving and compiling office budgets and reports, purchasing and negotiating office equipment and facilities management.

• Responsible for facilities management in coordination with building management, accountable for maintaining a safe and secure office space, and liaison with property and company security departments to ensure safe working and parking conditions. Administer, review and enforce the building lease. Approve building maintenance activities. Respond to emergencies involving HVAC equipment, fires and natural disasters. Manage office access security program (badging and keys).
• Evaluates office production and processes, improves efficiency and cost reductions. Analyze reports, budgets and accounts to identify over-spending and misallocated charges. Reconcile internal expenditures properly. Participate and provide solutions to minimize costs.
• Reviews clerical work products for accuracy and timeliness. Responsible for the periodic review of work products and providing performance feedback.
• Manages office equipment service contracts and contract administration. Responsible for office contracts that involve service, replacement and related supplies of office equipment.
• Inventory management of office equipment and supplies.
• Maintain office supply inventory and equipment. Manage the process to authorize the purchase of office furniture and supplies. Provide cost solutions. Negotiate procurement of office furniture and supplies.
• Ensures completion of mandatory driving training.
• Administers fleet vehicle program for employee qualifications and business necessity. Monitor fleet assignments and documentation, trip ticket reconciliation. Administer maintenance and repair of vehicles.
• Responsible for reconciliation and monitoring of the company fueling program.
• Prepares activity reports for management.
• Tracks budgets, documents and prepares results compiling such data.
• Responsible for office orientation reviews benefits forms, completes I‑9’s following federal government guidelines, supports hiring and termination process, communicates employee benefits, maintains confidentiality of information, coordinates and administers new employee orientation and other HR support functions, manages and coordinates required training programs for office personnel in conjunction with the corporate training department.
• Accurately completes complex accounting functions involving internal MIS reports, internal BIZ projection and costing reports, invoices, billing and accounts payable checks. Oversees office petty cash and banking.
• Manages weekly chargeability and sales projection reporting function. Manages monthly financial reporting function involving analyzing variances from forecast to actual expenditures. Review monthly statements for accuracy, exception reports, and accounts receivable reports.
• Explains fluctuations; provides summary reports on overhead costs.
• Recruitment, development, training and retention of staff.
• Conducts performance evaluations for department staff.
• Provides leadership, guidance, and instruction to the department.
• Interprets policies, purposes and goals of the organization to staff.
• Collaborates with business development managers, business line leads, project managers and proposal production staff on proposals to secure work for the team.
• Ensures overall QA/QC process adherence.
• Ensures compliance with company and site safety policies.
• Maintains compliance with equal employment opportunity initiatives.
• Performs other duties as assigned.
• Complies with all policies and standards.

• Bachelor's degree in business, accounting or related field and 14 years of related experience required. Or, associate degree and 16 years of related experience required.
• Posi…