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Date: Oct 12, 2017

Location: Sunnyvale, CA, US

Company: Golder Associates

Office Administrator

Location: US-CA-Sunnyvale
Posted Date: 1 month ago
Job ID: 2017-13319
Area of Interest: EN - Operations Support
Job Type: Full Time
# of Positions: 1
Education (Minimum): High School Diploma
Experience (Years): 2

Job Responsibilities

The Office Administrator is an integral part of our business support team. The candidate needs to be professional, self-motivated, well organized, and detail-oriented; with the flexibility, and ability to prioritize and handle multiple tasks in a fast-paced environment. The Office Administrator will be responsible for ensuring the smooth running of the office, and will contribute towards the sustaining growth of the office and business. The successful candidate will work closely with the business support leader, office contact, and project managers. In addition to office administration, the position includes some project support responsibilities which shall be conducted in accordance with the company’s established project management guidelines and procedures.

General Office
* Perform receptionist duties including answering phones, routing calls, greeting employees, clients, and visitors; directing guests to appropriate staff members
* Perform administrative duties such as faxing, scanning, copying, typing and arranging for messengers, and overnight packages, process and prepare outgoing/incoming mail
* Work with various vendors (security, building management, coffee/tea vendor, janitorial)
* Maintain office kitchens and daily organization of conference rooms
* Prepare for in-house client meetings and internal meetings, including reserving rooms, setting up equipment and technical resources, coordinating catering, and printing and assembling meeting materials
* Troubleshoot and resolve issue of shared office equipment
* Order office supplies and monitor inventory
* Address office maintenance and equipment requests and coordinate office moves
* Process accounts payable
* Plan and arrange office social events
* Oversees and ensures that business or project related travel arrangements are coordinated effectively for group members; i.e. booking flights, hotels and car rentals; communication of relevant information
* Maintain office sharing site on Golder’s web-based project sharing sites (SharePoint sites);
* Work in coordination with other administrative staff to provide backup support with the region

Project Support
* Provide project support to multiple project managers and teams
* Assist project managers with proposal preparation and delivery
* Assists Project Managers with the preparation of submittals. Format reports/proposals and other documentation in accordance with company/client standards
* Proofread materials for accuracy, completeness, compliance with corporate policies, formatting adherence and correct English usage, including grammar, punctuation and spelling
* Ensures group compliance with corporate mandates pertaining to document processing, template maintenance, electronic and hard copy file maintenance
* Assist with procurement or coordination of field equipment and vendors as needed for project implementation.
* Assist with sub-consultant management by obtaining proper agreements, health & safety approvals, certificates of insurance, or other required documentation
* Maintain project work spaces on Golder’s web-based project sharing sites (SharePoint sites); assist with project filing (e-filing/hardcopy) and internal file audits
* Comply with Golder’s project management procedures in project coordination activities; assist office-wide efforts to maintain compliance for project-related practices
* Assist with internal recordkeeping and continual improvement audits in conjunction with quality coordinators and management staff

Job Requirements

Desired Skills

The ability to prioritize and tackle tasks head-on with efficiency is strongly desired, the ability to prioritize work in an environment with a high volume of interruptions is essential to the position. Energetic and able to work with a diverse group of, scientists, and engineers field technicians. Candidate must be able to interface with clients, peers, and technical professionals on all levels, as well as Golder offices across the globe.
* Proficient with MS Office 2013 and above. Strong proficiency in Word, Excel, Adobe, and Outlook; experience using templates and formatting documents
* Experience with MS Dynamics
* Working knowledge of web-based SharePoint sites and Office 365
* Outstanding interpersonal skills
* Passion for excellence and attention to detail
* Excellent administrative support skills, workload and time management, able to work under time pressure and meet deadlines
* A pro-active, can-do attitude
* Outstanding communication skills, both verbal and written
* A high level of integrity and ability to handle sensitive and confidential items
* Must be able to travel at times for training

Preferred Qualifications:
* Experience working for a civil engineering, geotechnical or environmental consulting/construction firm preferred.
* A minimum of 2 years administrative experience, H.S. diploma required, Bachelor’s degree preferred

Additional Information

We offer a competitive compensation and comprehensive benefits package. We provide a drug free work environment. For more information about Golder Associates or to apply online, please visit our Career Page at

Golder Associates Statement

Golder Associates Inc. is a drug free employer and undertakes drug and alcohol testing as allowed by law and pursuant to its Drug Free Workplace Policy. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

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