Wisconsin Senior Office Administrator

What We're Looking For

Are you seeking a vibrant and dynamic workplace that values culture and work-life balance? Look no further! Our company has been recognized by the Milwaukee Business Journal as one of the Best Places to Work for the last 4 years. We pride ourselves on fostering a supportive environment where you can thrive both personally and professionally.
As a key member of our growing Milwaukee team, you will have the opportunity to work on challenging projects and collaborate with top experts in the state. With over 80 years of experience in Wisconsin and a reputation as a top design partner with WisDOT, we offer unparalleled career growth and technical development opportunities.
This opportunity entails working autonomously, within established procedures and practices while taking initiative to anticipate office needs. Administrative functions may include maintaining calendars, scheduling meetings, making travel arrangements, handling correspondence, distributing mail, filing, and performing other duties to support two HNTB division-level executives as well as the Wisconsin office. Utilizes Outlook, Word, Excel, PowerPoint and various HNTB software applications to perform tasks.

What You’ll Do:

• Identifies and pursues opportunities to take on and manage overhead work currently performed by billable staff, setting up any associated processes and procedures.
• Serves as an experienced resource or lead to administrative staff. Coordinates work coverage. Typically serves as an escalation point for more difficult issues associated with administrative matters. May train less experienced administrative staff in office software, hardware, procedures and practices.
• 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.

What You’ll Need:

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

What We Prefer:

• An intentionally-proactive approach and attitude; we’re looking for an individual who would be consistently improving and growing
• Ability to support the Wisconsin office as well as the Office and Division Executive Teams
• 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)

Additional Information

Click here for benefits information: HNTB Total Rewards

Click here to learn more about Equal Opportunity Employer/Disability/Veteran

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Locations:

Milwaukee, WI (East Wisconsin Avenue)

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NOTICE TO THIRD-PARTY AGENCIES:

HNTB does not accept unsolicited resumes from recruiters or agencies.  Any staffing/employment agency, person or entity that submits an unsolicited resume to this site does so with the understanding that the applicant's resume will become the property of HNTB.  HNTB will have the right to hire that applicant at its discretion and without any fee owed to the submitting staffing/employment agency, person or entity. Staffing/employment agencies who have fee agreements with HNTB must submit applicants to the designated HNTB recruiter to be eligible for placement fees.