Office Administrator (Phoenix, AZ)

Office Administrator

Brown and Caldwell (BC) has an exciting opportunity for a full-time Office Administrator to manage the day-to-day administrative and office operations of our Phoenix, Arizona office. We are looking for someone with strong administrative, office management, and customer service experience who enjoys supporting employees, clients, vendors, and visitors in a professional and welcoming environment. This role is ideal for someone who is organized, resourceful, and comfortable supporting a hybrid workplace by engaging with employees who work in person, virtually, and across multiple offices.

As an active member of the regional administrative team, this position will collaborate with business leaders, shared services partners, and administrative colleagues to support consistent office operations, improve processes, and contribute to broader administrative initiatives across the region. The Office Administrator will also help foster employee connection and engagement through onboarding and offboarding support, health and safety coordination, office communications, meetings, events, recognition activities, and other culture-building efforts that strengthen support for BC's internal and external clients.

Join a collaborative team that's working directly with our business and shared services leaders to enhance our processes to widen and strengthen the support to our internal clients while providing development opportunities for staff to grow.

Job Summary

The Office Administrator (Wailuku Maui, HI) role performs complex technical and administrative support tasks. With limited supervision and considerable latitude for independent judgment, this role regularly completes assignments with little to no assistance. While the scope of responsibility is narrow, important decision-making power is exercised.

Responsibilities

• Office Management: Oversee office management duties and ensure optimal operation of the office. Responsibilities include:
• Partner and collaborate with local operations leader as needed re: employee/office communications, and any other office related issues or concerns.
• Communicate with property management on office concerns and issues to resolve in a timely manner.
• Maintain conference room equipment working closely with the internal IT services to troubleshoot technology issues and concerns.
• Collaborate and coordinate with the internal facilities team for building management concerns and move coordination.
• Maintain common areas to create a professional and inviting space.
• Maintain organization of the office space, from coordinating green recycling to ensuring office supplies are stocked and readily available.

• Administrative Support: Provide comprehensive administrative support and assistance to all staff members for various office functions and operations. Responsibilities include:
• Act as a point of contact for office-related inquiries and issues.
• Perform assignments of a confidential nature for functional groups and managers; virtually support other nearby Brown and Caldwell (BC) offices as needed; understand, implement, and adhere to corporate policies related to finance, cost control, project delivery, safety, and quality assurance.
• Prepare written communications such as office-wide emails, office MS Teams posts.
• Manage office visitors (welcoming clients, vendors, guests, and staff).
• Troubleshoot and coordinate with BC's helpdesk to solve technology issues with conference rooms, hotel stations, OpenPath, and employee concerns in regard to BC's technology.
• Arrange travel and support with expense report reconciliation as needed for senior staff.
• Submit local office vendor invoices with correct vendor and GL codes to AP for timely processing.
• Schedule and coordinate vendor (technical) lunch and learn activities.
• Maintain common area upkeep and provide a welcome experience for staff.
• Maintain office supply inventories.
• Coordinate mail, courier services, and FedEx shipments.
• Maintain office directory pages on the BC Pipeline.
• Submit sponsorship and membership requests through designated process.
• Manage project archive requests and pull appropriate files from offsite archiving companies.
• May maintain fleet vehicles to comply with BC standards for routine car upkeep (oil, tire rotation, new tires). Submit mileage logs as required monthly.

• Correspondence/Client Deliverables: Maintain quality standards with branded templates and adhering to the company style guide. Responsibilities may include:
• Coordinate and assist with formatting reports, letters, technical memoranda, marketing materials, Scopes of Work and Design Specifications including text, tables, spreadsheets, graphics, and other diverse content.
• Proofread reports, records, and other data for accuracy.

• Onboard/Offboard Employees: Partner with new employee supervisor/hiring manager, digital services, and Human Resources to provide an outstanding experience for both new hires and departing employees. Responsibilities include:
• Support supervisors with tailored new employee onboarding plans.
• Work closely with the Supervisor, Human Resources, and Digital Services teams to ensure a smooth and positive offboarding experience for employees while recognizing and appreciating their contributions during their tenure at BC.
• Support first day new employee orientations and troubleshooting with new digital services equipment
• Assist with timesheet, Health and safety orientation, and other specific onboarding orientations.
• Draft new employee announcements.
• Assist with new employee photo.

• Culture: Partner with local operations leader to foster employee engagement and connection for all staff (in-person, hybrid, and virtual employees). Responsibilities include:
• Lead, plan, coordinate office events, (social, volunteer, and internal giving campaigns) employee, and project celebrations throughout the year).
• Schedule and coordinate monthly office All Hands meeting.
• Use office MS Teams channels to communicate office information, company information, staff acknowledgements and other various topics to encourage employee engagement.
• Maintain and track office social spend budget.
• Flexibility to adapt and execute various additional assignments based on evolving needs.

• Health & Safety: May collaborate with local and national health and safety team to support local operations leader with facilitating company health and safety program, being a champion for company health and safety culture development. Responsibilities could include:
• Assist with incident management following current Incident Management Program guidance and expectations which may include, escalation of event to operational leader and company H&S team, supporting initial detail reporting, participating and/or leading event investigation as well as supporting identified and/or implementation of related corrective and preventative actions. Assist local operations leaders and employees in participating in company work observation and project auditing programs following current respective program guidance and expectations.
• Conduct new hire health and safety orientations and support supervisors with assigning initial H&S training in the company's current Learning Management System (LMS) following current company and H&S Training program guidance and expectations.
• Assist employees with maintaining H&S compliance training.
• Conduct monthly office inspections following current H&S program guidance and expectations.
• Assist with maintaining and updating the office emergency action plan, including supporting the coordination of at least one (1) annual emergency drill following current H&S Program guidance and expectations.
• Maintain and keep an inventory of Personal Protective Equipment (PPE) supplies per current company guidance and expectations. This includes supporting employees with maintaining their own PPE kit/supplies as well as any field first-aid kits as current.
• Support employee exam scheduling following current company Medical Surveillance Program guidance and expectations.
• Coordinate local in-person H&S training classes that may include but not be limited to first aid/CPR/AED, Permit-Required Confined Space Entry, and other health and safety related trainings as needed or requested.
• Assist employees with annual ergonomic evaluations and help procure needed equipment following current company's Ergonomic Program guidance and expectations.
• Support and participate in company Safety Week activities and other routine company health and safety communication distribution.
• Participate in company H&S program routine calls, anticipated to occur at least monthly.

Mentorship

• May provide mentorship, guidance, support, and knowledge-sharing to help less experienced team members develop their skills and grow within their roles.

Note: The responsibilities listed above represent the general scope of this position. Not all duties may be performed in every Brown and Caldwell office or assignment. Specific responsibilities may vary based on business needs, office size, location, and project requirements.

Skills and Competencies

• Competence in providing administrative support for complex technical tasks.
• Proven ability to work under minimal supervision and make independent decisions.