Office Administrator

US-MA-Boston
1117-17219
HNTB Job Title
Office Administrator
Position Type
Regular Full-Time
Category
Administrative & Office Support Services

Why Choose HNTB?

For more than a century, HNTB has helped deliver infrastructure solutions that best meet the unique needs of our clients. With client relationships spanning decades, we understand infrastructure life cycles and have the perspective to solve technical challenges with clarity and imagination. We are far more than a design firm. We see and help address far-reaching issues of financing, legislation, design, construction, community outreach and ongoing operations. As employee-owners committed to the highest levels of performance, we enable clients to achieve their goals and inspiring visions.

At HNTB, we’re encouraged to go beyond discovering mere solutions that will impact our very landscape. We are encouraged to ask, “What if?” Our HNTB family fosters an inventive and resourceful commitment to finding unique answers to complex problems. We believe that the act of wondering sparks creativity. We will work to foster your creativity, career and personal growth. Come join HNTB and unleash your spark of imagination.

For you, “together” can mean the chance to put together an exciting career. At HNTB “together” also means collaborating across geographies and disciplines within the firm. And “together” means that we are partners with our clients. Our goals are linked, and their success is our success. “Together” means that we are engaged in the communities we serve — we live there — and are committed to their growth and development.

Overview

The time is right to join HNTB!  We are currently seeking an Office Administrator in our Boston, MA office location.

Job Summary

Under limited supervision, leverages skills and experience to perform a broad range of administrative functions in support of office locations. Administrative functions may include maintaining calendars, scheduling meetings, making travel arrangements, handling correspondence, distributing mail, filing, and performing other duties to support the manager and department as needed.   Utilizes Outlook, Word, Excel, PowerPoint and various HNTB software applications to perform tasks.

Essential Responsibility

  • Performs 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. Furnishes information and responds to routine correspondence when necessary.  Coordinates the receipt, distribution and delivery of mail both to and from the office. Delivers new hire orientation when needed.
  • Coordinates local policy and procedures with the appropriate corporate and or/ divisional functions to ensure full and complete procedures are in place covering assigned areas. Recommends changes in process or procedure to management.
  • Prepares reports, gathering and summarizing a variety of data from multiple sources.   Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.
  • Prepares and submits expense reports on behalf of office staff, securing and maintaining supporting documentation and ensuring accurate coding of expense items. Supports Accounts Payable functions by accurately coding and processing invoices.
  • Tracks and coordinates the acquisition and distribution of materials, supplies and equipment. Maintains inventory of furniture and equipment. Working with Corporate Procurement and facilities, assists with office moves. Coordinates with facilities on any building maintenance issues. May track mileage and ensure maintenance of vehicle fleet.
  • Performs other duties as assigned.

Basic Qualification

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

Preferred Qualification/Skills

- 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).
 
*LI-AS

General Work Conditions

Office Environment: Work is generally performed in an office environment in which there is only minimal exposure to potentially unpleasant working conditions. Incumbent must have the ability to stand and sit frequently, and reach horizontally as well as vertically for overhead use.


HNTB Corporation is an Affirmative Action and Equal Opportunity Employer, Minority/Female/Disabled/Veteran. 

The HNTB Companies are an equal opportunity employer and does not discriminate on the basis of race, color, religion, creed, sex, national origin, age, disability, pregnancy status, sexual orientation, gender identity, veteran status, marital status, genetic information, citizenship status, or other status protected by law.  In compliance with the Immigration Reform and Control Act of 1986, we will hire only U.S. citizens and aliens lawfully authorized to work in the United States (if the position is or will be one which is subject to U.S. law). We will provide reasonable accommodation for qualified individual with a disability where appropriate.

 

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