Career Opportunities

TROY: 433 River St, Troy NY 12180 Office

Senior Office Administrator

Who We Are:

Great people. Great places. Great projects. kW Mission Critical Engineering, a WSP company, is a high-performance, fast-paced consulting engineering firm designing data centers and mission critical environments across the globe. We hire smart, responsive, team players to work in collaborative and mentoring office settings. Our mechanical, electrical, plumbing, fire protection, controls, telecommunications, and security building system designs keep many of the world’s top Fortune 100 financial, technology, enterprise, hyperscale, and colocation companies up and running 24 hours a day, 365 days a year.

We work on innovative, award-winning, large-scale projects. We travel to construction sites to see our designs being built. As part of WSP, we are able to offer our employees increased professional development and career opportunities in addition to kW MCE’s office culture which is consistently recognized as one of the “Best Places to Work.” Join our great people at our great places designing great projects.

What You’ll Do:

An Office Administrator is responsible for providing day to day administrative support and project assistance to ensure efficient operation of the office.

Duties and Responsibilities
  • Responsible for general office administration including office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and building/parking access cards, receptionist
  • Process incoming and outgoing U.S. and overnight mail, distributes incoming faxes/packages
  • Coordinate with ARC for large plotter printing requests, and printer questions/issues
  • Assist HR for new hire onboarding, completion of I-9’s, etc. – this includes working with IT on all required new hire equipment along with collection of IT equipment and security cards for employees exiting the company
  • Assist IT with ordering computers, accessories, and supplies for office employees
  • Coordinate onsite training events with outside vendors and online webinars, as directed
  • Coordinate safety and compliance programs for office, including maintenance of office standards – bulletin boards, inspections of fire extinguishers, AED, AED/CPR Certification, and first aid kits
  • Maintain inventory of IT (laptops, projector, camera), PPE equipment (Personal Protection Equipment – safety vests) and onboarding items (backpacks, water bottles, coffee mugs) checks out/replenishes supplies as needed
  • Assist engineering teams with technical/project assistance document control (electronic and hard copy), records management processes (filing, archiving), which includes assistance with project-specific reports, data management, uploading of documents to project websites, project file structure assistance, and construction administration
  • Serve as receptionist, answers incoming calls, maintains phone list and welcomes guests as assigned
  • Additional project assistance responsibilities may include tracking of task orders and project contracts, maintain project plans as well as project procedures manuals, workflows, QA review of reports/correspondences, and other field work coordination
  • May assist finance with occasional report creation for office leaders which includes spreadsheet consolidation, tracking of data, senior staff tracking and travel/expense report support, and monthly/ period national budget and/or utilization reports
  • May assist marketing leads with tracking of RFPs and proposal timelines, and provide proposal delivery assistance including form completions, resume requests, and printing assistance.
  • May assist with processing accounts payable and sub queue invoices for the office
  • May serve as timecard administrator to ensure timecards are completed and submitted on a weekly basis
  • May assist with fleet program for the region, working directly with national vehicle lead and facilities administration teams on tracking all required documents, leases, and approvals for maintenance requests, processing new requests and drivers, and collecting monthly driving records for each vehicle
  • May assist IT department as on-site point of contact for coordination of IT issues with Service Desk team, including new computer setup, return out of service machines, server/HVAC/other equipment issues, A/V set-up assistance and responding to Service Desk emails for additional information
  • Other operational or project deliverable duties as required by firm

Who You Are:

The ideal candidate is interested in a fast-paced office environment, is flexible, and willing to take on a wide variety of projects and tasks. Candidates should be comfortable multitasking and assisting subject matter experts in different fields, from finance, marketing and human resources, to engineering and project management.

MINIMUM QUALIFICATIONS

  • 7 + years of experience
  • High School Diploma
  • Must be a self-starter capable of taking on tasks with little direction or supervision
  • Must possess a high level of professionalism and positive attitude when interacting with colleagues, clients, guests and other employees in the office
  • Demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents, and developing PowerPoint presentations
  • Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks
  • Must possess excellent interpersonal and written and verbal communication skills
  • Must have initiative with ability to anticipate needs and complete important tasks without needing to be asked
  • Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through
  • Must be a strong team player
  • Must be able to use discretion and confidentiality
  • Possess technological skills necessary to perform data entry, manage team calendars, and create company reports as needed
  • Must exercise responsible and ethical decision-making regarding company funds, resources and conduct and adhere to WSP’s Code of Conduct and related policies and procedures

MINIMUM QUALIFICATIONS

  • Experience in the engineering consulting industry
  • Knowledge of Oracle and Adobe Professional is preferred

Website kW Mission Critical Engineering kW Mission Critical Engineering

Interested? Send a letter of introduction and resume by applying directly through this page.

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