Office Administrator

Office Administrator

Location:

South Portland, ME

Job Type: Regular (Part-time)

At HNTB, you can create a career that is meaningful to you while building communities that matter to all of us. For more than a century, we have been delivering solutions for some of the largest, most complex infrastructure projects across the country. With our historic growth, it is an exciting time to join our team of employee‑owners.

• Perform administrative duties in support of office staff, including coordinating and scheduling calendar appointments, meetings, and travel; preparing a variety of correspondence under general guidance; receiving and directing incoming calls and welcoming visitors; furnishing information and responding to routine correspondence when necessary; coordinating the receipt, distribution, and delivery of mail both to and from the office; and delivering new‑hire orientation when needed.
• Coordinate local policy and procedures with the appropriate corporate and/or divisional functions to ensure full and complete procedures are in place covering assigned areas; recommend changes in process or procedure to management.
• Prepare reports, gathering and summarizing a variety of data from multiple sources; organize and maintain office files (electronic and hard copy) and records in accordance with internal retention policy and procedures.
• Prepare and submit expense reports on behalf of office staff, securing and maintaining supporting documentation and ensuring accurate coding of expense items; support Accounts Payable functions by accurately coding and processing invoices.
• Track and coordinate the acquisition and distribution of materials, supplies, and equipment; maintain inventory of furniture and equipment; work with Corporate Procurement and facilities to assist with office moves; coordinate with facilities on any building maintenance issues; and may track mileage and ensure maintenance of vehicle fleet.
• Perform other duties as assigned.

• High School Diploma/GED or equivalent.
• 4 years related administrative experience.

• Ability to maintain confidentiality.
• Planning, time‑management, and organizational skills.
• Ability to balance multiple tasks and changing priorities.
• Attention to detail.
• Demonstrated ability to compose, edit, and proof‑read written documents (routine letters, business correspondence, and reports of varying complexity).

Benefits: HNTB Total Rewards.
Equal Opportunity Employer/Disability/Veteran information. Visa sponsorship is not available for this position.

HNTB does not accept unsolicited resumes from recruiters or agencies. Unsolicited resumes submitted to this site become the property of HNTB, and HNTB may hire the applicant at its discretion without any fee owed to the submitting agency.