Office Administrator II

Barge Design Solutions, Inc. is seeking a detail-oriented Office Administrator to join our Administration team. This role is essential to maintaining smooth daily operations across our office, providing comprehensive administrative support and facilities coordination that enables our engineering teams to focus on delivering exceptional client service.

We're looking for a reliable, proactive professional who thrives in a dynamic environment and takes pride in creating an organized, welcoming workplace. This position offers the opportunity to wear many hats while supporting various departments and contributing to the overall efficiency and professional atmosphere of our offices.

• Maintain company vehicle fleet through regular washing, fueling, and routine maintenance coordination to ensure safe, reliable transportation for staff
• Conduct comprehensive pool car inspections and maintain detailed mileage tracking reports and spreadsheets for fleet management
• Coordinate vehicle maintenance schedules and communicate with service providers to minimize downtime and ensure optimal fleet performance

• Provide professional phone support and reception services in collaboration with administrative staff to ensure seamless client and vendor communications
• Process and distribute incoming mail and coordinate Fed Ex shipments to support timely project communications and deliverables
• Assist with travel arrangements including hotel and car reservations for staff business travel, ensuring cost-effective and efficient booking
• Maintain optimal office environment through daily facilities management including water service for refrigerators, coffee bar stocking, and plant care
• Operate and maintain office equipment including daily dishwasher operations and copy machine supply management
• Coordinate maintenance requests and work with facilities vendors to ensure prompt resolution of building and equipment issues
• Manage storage areas and organize supplies to maintain efficient, accessible inventory systems
• Take out the birth and death flowers - Aurora does that here for everyone
• Include ordering/cleanup of lunches for meetings and gatherings
• Assist with security cards for new employees/terms
• Assist with errands and deliveries
• Assist IT with new hire workstation setup
• Assist with document archiving

Education:

High school diploma or GED required; some college coursework preferred

Experience:

2-3 years of office administration or administrative support experience required

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and general office equipment
• Experience with database entry and record-keeping systems
• Basic understanding of fleet management and maintenance tracking
• Familiarity with office supply and vendor management

Barge Design Solutions, Inc., is an engineering and architecture firm with diverse in-house multidisciplinary practice areas. The employee-owned company is more than 650+ people strong and serves clients nationwide from multiple U.S. locations. Barge is ranked on Engineering News-Record (ENR)’s Top 500 Design Firms and Architectural Record’s Top 300 Architecture Firms and is a certified Great Place To Work®.

Our primary purpose for being in business is ultimately to create a better life by unleashing the potential of our people, clients and communities. This purpose is supported by our company’s core values because at the end of the day, Barge CARES:

• Collaborate – Help and expect help. Teamwork is essential in what we do.
• Authentic – Honesty, integrity and trust are at the heart of everything we do. We are who we say we are.
• Responsible – We are…