Office Administrator I

Office Administrator I

We are currently seeking resumes from qualified, responsible, self-sufficient, energetic Office Administrator I's for our Phoenix, Arizona office. The ideal candidate will be motivated to develop and build their personal knowledge and skills to assist with the growth and success of the office. We offer a friendly, professional atmosphere with excellent benefits and a salary commensurate with experience.

Job Description

Provide administrative support for multiple team members in a fast-paced environment focusing on purchasing, travel coordination, front desk responsibilities, day-to-day facilities items, and TRP coordination as listed below.

• Front Desk Coordination:
• Answering, screening, and directing all incoming calls.
• Greeting visitors and directing them as necessary.
• Provide basic and accurate information in person and via phone/email.
• Receive and distribute daily mail/deliveries.
• Update calendars, schedule meetings, make catering arrangements, and clean up after catering.
• Perform other clerical duties such as filing, scanning, and photocopying.
• Make shipping arrangements through UPS, FedEx, US Mail, courier, etc.
• Organize, track, and restock company equipment and supplies.
• Properly document and maintain a record of office equipment.

• Purchasing:
• Research and purchase office services and supplies.
• Organize, inventory, and restock supplies.
• Assist with budget adherence.
• Prepare backup for weekly and monthly credit card statements.
• Request, manage, verify, compare, document, and communicate vendor quotes and purchases.

• Travel Coordination:
• Book corporate travel, send calendar invites, and reconcile credit card statements for travel purchases.
• Pull reports for unused airline tickets.
• Check rental vehicles for damage, sign rental agreement paperwork, notify employee(s) of the delivered vehicle, and arrange for delivery and pickup of rental vehicles.
• Properly document and maintain records of vehicle/driver incidents involving rental vehicles for insurance purposes.

• Facility Coordination:
• Request facility repairs and maintenance for offices.
• Request, manage, verify, document, and communicate vendor office visits.
• Properly document and maintain a record of vendor contacts.
• Prepare workstations and supplies for new and terminating employees.

• Trip Reduction Program Coordination:
• Tracking the Trip Reduction Program (TRP) by preparing the annual TRP plan, conducting annual survey, coordinating award drawings, and compiling required documentation.

• Administrative Support:
• Assist the Office Administrator II with miscellaneous tasks.
• Perform other general administrative responsibilities as assigned.
• Perform other duties as assigned.

Job Qualifications (Education, Experience, and Skills)

• Minimum Education: High School diploma or equivalent.
• Minimum one (1) year of administrative experience.
• Ability to manage time with some supervision.
• Accept multiple tasks with interruptions by setting and redirecting priorities in a professional manner.
• Ability to work with staff at all levels and communicate effectively both verbally and in writing.
• Well-organized and detail oriented.
• Must be comfortable taking the initiative to handle situations with tact, diplomacy, and respect.
• Proficiency in the use of Microsoft Outlook, Word, Excel, Adobe Acrobat, and navigating the internet for research purposes.
• Valid Driver's License, with the ability to maintain insurability under the company's insurance carrier

Competencies (To perform the job successfully, an individual should demonstrate the following competencies)

• Communicative interacts openly with others; can maintain relationships, works well independently or with a team.
• Consultative - Consults with other disciplines as needed; tolerates different perspectives or opinions.
• Decisive & Action Oriented - Has a high level of energy and stamina; gets things done; makes sound educated but rapid decisions even when short of information; enjoys managing challenging projects and works well in fast-paced and pressure environments. Self-motivated and proactive
• Flexible - Adapts to new challenges and circumstances; able to multi-task; thrives on variety and frequently changing environments; creative problem solver. Resourcefulness, with minimal direction.
• Analytical Uses sound data, and procedures, and follows all laws, rules, and regulations but is a solutionist or problem-solver.
• Conscientious and Organized Believes professional integrity is paramount; understands the importance of project records; responsive to clients and deadline oriented; quality oriented.

Working Conditions and Environment

Will need the ability to establish rapport quickly with others working on the same project, and be able to promote a positive team environment. Working knowledge of dealing with a diverse population while using tact, diplomacy, and respect.

TYPSA, Inc. Culture

• T thinking toward future company and personal growth
• Y yielding equity, inclusion, and diversity
• P passionate supporter of clients and teammates
• S shared comradery
• A action oriented and flexible

TYPSA, Inc. Benefits

TYPSA, Inc. offers competitive salaries and a comprehensive benefits package, including medical, dental, life insurance, short and long-term disability, flexible spending accounts, Paid-time-Off, and a 401(k) plan.

TYPSA, Inc. Overview

TYPSA in the United States is a multi-discipline engineering and environmental consulting firm assisting public and private clients in planning, developing, designing, constructing, and maintaining critical infrastructure projects across the United States. With offices in Arizona and California, TYPSA provides local expertise with the backing of a global network.

Originally established in 1992 as AZTEC Engineering Group, Inc., the company began as a two-person DBE firm and grew into a trusted corporation serving clients nationwide. In 2006, AZTEC joined TYPSA Group, an international leader in engineering, architecture, and environmental consulting headquartered in Spain with more than 60 offices worldwide.

Today, as TYPSA in the United States, we proudly carry forward the AZTEC legacy while connecting our clients to the resources, innovation, and international experience of the TYPSA Group. This integration allows us to deliver tailored local solutions with the depth and reach of a global firm.

TYPSA, Inc. is an Equal Opportunity Employer committed to affirmative action planning and encourages diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, religion, color, sex, sexual orientation, gender identity, national origin, ancestry, disability, marital status, veteran status, housing status, or any other non-job-related characteristic under applicable law.