Office Administrator

Company Description

Arcadis is the world's leading company delivering sustainable design, engineering, and consultancy solutions for natural and built assets.

We are more than 36,000 people, in over 70 countries, dedicated to improving quality of life. Everyone has an important role to play. With the power of many curious minds, together we can solve the world’s most complex challenges and deliver more impact together.

At Arcadis we focus on attracting, retaining and developing people who share our passion and commitment to improve quality of life. In return we offer you the opportunity to transform your world and the world around you, that could be through client work, upskilling yourself, championing equality and inclusion or getting involved in charity work, to name just a few. Our people value different perspectives, they care about the sustainability of our planet and dare to shape the future.

One of our core values is ‘people first’, and supported by our Lovinklaan foundation, we invest in you for the long term, to ensure you reach your full potential. You’ll have the opportunity to own your career and work on industry-defining projects, finding solutions to real challenges that make a difference to people’s lives. You’re encouraged to have a growth mindset and are given the space to develop personally and professionally, building a flexible career that works for you.

Arcadis’ increasing presence in Latin America spans Mexico, Peru, Brazil, Colombia and Guatemala. We focus on serving a dynamic and expansive market with unique solutions focused on a regional context. Our team integrates an international chain of experts in urban design, architecture, civil engineering, transportation, landscaping, communications, software development and many more areas of specialist activity. The combination of our local knowledge with the global experience of Arcadis helps us deliver the best results to our clients in the region.

Job Description

The Office Administrator is responsible for maintaining office operations by receiving and distributing communications; maintain supplies and equipment; assist the office staff with administrative projects, systems and procedures and support additional administrative function as needed.

The Office Administrator is responsible for maintaining office operations by receiving and distributing communications; maintaining supplies and equipment; assisting the office staff with administrative projects, systems, and procedures; and supporting additional administrative functions as needed. This role is crucial for ensuring that the office runs smoothly and efficiently, providing a supportive environment for all staff.

In addition to these core responsibilities, the Office Administrator will coordinate various administrative tasks, such as scheduling meetings, managing office logistics, and facilitating communication between departments. By implementing and optimizing office procedures, you will enhance productivity and contribute to a positive workplace culture. Your ability to multitask and prioritize effectively will be key to supporting the overall goals of the organization.

Collaboration with team members across different functions will be essential, as you will assist in project coordination and provide necessary administrative support to ensure successful outcomes. Your proactive approach and attention to detail will help maintain a well-organized office that fosters teamwork and efficiency.

This position will report directly to the Country Lead and your responsibilities will include participating and assisting in BD and corporate activities as well as supporting strategic vision and projects. Your attention to detail and commitment to office administration and corporate activities will be essential in driving our office's success and contributing to our broader organizational goals.

Role accountabilities:

Position responsibilities include, but are not limited to:

• Front Desk; Answer phones and greet clients/guests in a professional and positive manner.  Forwards information by receiving and distributing communications; collecting and mailing correspondence; disseminating messages to appropriate staff.
• Maintains office and breakroom supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items;
• Supports and enhances the office by taking ownership of administrative office procedures/functions; proactively explores opportunities to add value to the office and staff.  Develop and maintains office administrative procedures in compliance with corporate processes/policies.
• Manages office overhead budget, explain variances.  Works with Location Leader and Multi-Office overhead coordinator to review office budget as needed.
• Maintains equipment by coordinating preventive maintenance; troubleshooting failures; calling for repairs; monitoring equipment operation.
• Maintains company fleet by coordinating preventive maintenance; troubleshooting failures; calling for repairs; monitoring fleet operation.
• Liaison with Property Management for issue with facilities (Facilities management/ coordination)
• Local contact for office; new hire onboarding, employee exit checklist - HR assistance; set up of phone extensions, I/T equipment and Diebold company security badges for new hires.
• Supports office staff with document production and deliverables (incoming / outgoing). Incudes formatting, proofreading and editing documents and proposals as needed.
• Coordinates catering, set up/tear down of internal/client meetings and events as needed. 
• Maintain schedule and coordination of conference room meeting spaces.
• Responsible for maintaining onsite and offsite file maintenance and archiving (Iron Mountain).

Qualifications

• ESSENTIAL Bachelor’s degree in administration or Business (Degree and ID)
• Preferably from transnational companies
• +8-10 years of experience in administration in the A/E/C or equivalent industry
• Experience with BD identification and coordination will be of value.
• Market research experience and client relations development
• Full command of verbal and written English communications skills.
• Excellent writing, editing, and grammar skills
• Strong leadership skills and ability to manage stakeholder’s expectations and build healthy interpersonal relationships.
• Excellent communication, organizational, and time management skills.
• Comfortable coordinating with individuals at different levels of the organizational hierarchy
• Demonstrate to have a strong work ethic and being a highly motivated and self-driven person.
• Strong software skills related to office/project management.
• Flexibility to work with a variety of personalities
• Strong multi-tasking and time management skills
• Must be able to work efficiently and well under pressure
• Native Spanish speaker with excellent written and spoken English language ability
• Proficiency in 2013 Microsoft Word/Excel/PowerPoint /Adobe Acrobat X Pro.

Additional Information

We can only achieve our goals when everyone is empowered to be their best. We believe everyone's contribution matters. It’s why we are pioneering a skills-based approach, where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together.

You’ll do meaningful work, and no matter what role, you’ll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark, on your career, your colleagues, your clients, your life and the world around you.

Together, we can create a lasting legacy.

Our Commitment to Equality, Diversity, Inclusion & Belonging:

As an Equal Opportunity Employer, we are proud to support the growth and equality of our people through initiatives like our Mentorship Program, Global Women’s Network, and Diversity & Inclusion Council. We welcome applications from all suitably qualified candidates regardless of age, race, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, religion or belief, sex and sexual orientation. 

We request applicants submit a RESUME highlighting relevant work experience; please limit PDF files to 10MB. For design related roles, we also require a portfolio to review. We thank all applicants for their interest. However, only those selected for an interview will be contacted.

As part of Arcadis selection process, candidates may be requested to consent to background checks relevant to the role under consideration for, prior to receiving a job offer (as applicable under state law). These could include: work references, education and credential confirmation, employment verification, identity check, credit report, criminal offence, drug testing and driver’s license record.