Area Administrative Office Manager

Area Administrative Office Manager

At HDR, our employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day. As we foster a culture of inclusion throughout our company and within our communities, we constantly ask ourselves:
What is our impact on the world? Each and every role throughout our organization makes a difference in our ability to change the world for the better. Our diverse service lines reflect our commitment to shaping resilient, sustainable, and forward-thinking communities around the world. Across these disciplines, our teams design and deliver solutions that safeguard public health, enhance quality of life, power innovation, and drive responsible growth.

Our employee-owners collaborate across specialties, combining creativity, precision, and deep expertise to solve the most complex challenges facing our clients and communities.

In the role of Area Administrative Office Manager, we'll count on you to:

• Provide Administrative office leadership for 8 offices and 2 project offices in So Cal.
• Responsible for supervision of 12 staff on the administrative team supporting 760+ employees.
• Provide assistance and guidance to the administrative team for their office, staff and direct reports.
• Oversight of offices day-to-day operations administrative tasks.
• Develop and oversee business operations reports, admin. team reports and office presentations for quality and content.
• Mentor and guide administrative team in each So Cal office.
• Develop or review final So Cal reports on a quarterly basis.
• Travel to So Cal offices to meet with Administrative Team, attend meetings, review maintenance or furniture items, office space and building management.
• Assist So Cal Leadership Team (comprised of business group leaders and Area Operations Manager with operations administrative tasks, deadlines, monthly reports, Power Points, agendas and Corporate requests (Initiatives and Strategic Planning).
• Assist with Annual Budget meetings and meeting schedule management.
• Execute electronic signatory on contracts, proposals and business forms.
• Review and approve invoices for building maintenance, parking and general office keeping costs to a minimum.
• Submit large purchases or office repairs to supervisor for approval.
• Track maintenance items at each So Cal office.
• Review contracts, insurance certificates and quotes for office vendors or suppliers.
• Maintain a list of vendors used with account numbers and contact information.
• Emergency contact with building property management, security and janitorial.
• Keep So Cal in compliance with company policies and procedures.
• Lead and facilitate planning of company events including, but not limited to event execution, review and approvals of contracts, vendors and coordination.
• Review potential office space with Corporate Real Estate Team and Leadership.
• Assist with preparing Office Planning Guides when an office lease is coming up for renewal.
• Assist with preparing offices for move-out or move-in to a new building.
• Review and approve office equipment or furniture purchases or repairs.
• Work with vendors to move, remove or install equipment at offices.
• Setup and/or turn off utilities for office moves.
• Attend scheduled Corporate Safety Committee Meetings.
• Review Industry Safe emails when received and decide action plan.
• If incident occurred due to safety issue, investigate and correct immediately.
• Meet with Safety Manager monthly to review So Cal incidents and action items.
• Review and suggest changes for all So Cal Office Emergency Action Plans (EAP), Business Continuity Plans (BCP) and Specific Office Plans (SOP).

Preferred Qualifications:

• A minimum of 10 years related experience as Administrative Office Manager, Executive Assistant, Accountant or Senior Administrator.
• Previous professional experience in the Engineering, Architecture, or Construction industry as an office administrator/manager a plus.
• Associates degree or equivalent work experience.
• Previously supervised administrative staff.
• High attention to detail, quality and deadlines.
• Proficient with Microsoft Office Suite, including Word, Outlook, Excel, Adobe and PowerPoint.
• Flexible, dependable, multi-tasks and ability to prioritize tasks.
• Excellent communication and interpersonal skills.
• Comfortable handling confidential information.

Required Qualifications:

• High school diploma or equivalent
• A minimum of 10 years related experience
• Excellent written and verbal communication skills
• Solid interpersonal skills
• Strong time management skills and ability to prioritize
• Exceptional attention to detail and organization
• Strong problem-solving skills and analytical abilities
• Ability to adapt to changing situations in a professional manner
• High proficiency in Microsoft Word, Outlook, PowerPoint, Excel, Adobe, Share Point
• An attitude and commitment to being an active participant of our employee-owned culture is a must

Our Commitment:

As employee…