Office Administrator

Office Administrator

Under the general supervision of a project manager and/or principal, the Office Administrator will perform a variety of project coordination tasks to support the management and delivery of projects to our clients and assist with a variety of office administrative tasks to support the smooth functioning of the office. This team is looking for a proactive person who likes working with people, is flexible, communicates clearly, can multitask, and can solve problems.

Qualifications

Minimum Qualifications

• 2 years of full-time Administrative experience with High School Diploma required.
• Must communicate clearly and professionally in all modes of communication.
• Highly competent with the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, OneNote).
• Highly competent with PDF management and organization.
• Familiar with InDesign.
• Competent with Microsoft Teams 365 and SharePoint.
• Competent with office machines and operations.
• Competent in proofreading and quality control.
• Positive attitude and ability to work in a collaborative team environment.
• Adapt quickly, identify and resolve problems.
• Strong attention to detail and time management.
• Ability to manage multiple priorities and recurring deadlines.
• A passion for continuous improvement.

Preferred Qualifications

• Minimum of 3 years of full-time Administrative experience.
• Minimum of 2+ years of experience in AEC or related industry.
• Bachelor's degree in Business Administration or a related field.
• NCEES Familiarity a plus.
• Experience supporting a medium office (30+ employees) with demonstrated ability to prioritize competing requests, communicate effectively across all levels of the organization, and maintain a high level of service in a dynamic environment.

Additional Information

Responsibilities & Abilities

• The Office Administrator is part of an Administrative team reporting to the Reporting Center Principal.
• The ideal candidate desires to collaborate with a team, is highly organized, flexible with team needs, and has a history of providing excellent service.
• Serve as the first point of contact for visitors and support daily office operations, conference rooms, and workplace readiness.
• Coordinate meetings, trainings, travel, lunches, celebrations, and workplace events.
• Maintain office facilities, including kitchen, breakroom, coffee services, and shared spaces to ensure a clean, organized, welcoming, and professional environment.
• Maintain office supply stock, the functionality of office kitchen equipment, and coordinate ordering and vendor support as needed.
• Communicate clearly and provide accurate, timely status updates, progress reports, and priorities to stakeholders.
• Ability to facilitate meetings, document key information, and communicate action items and outcomes effectively.
• Professional Engineer Licensure Management.
• Occasional site visits to Matterport Scan.
• Other general office administration tasks as assigned.

Physical Demands and Work Environment

• Duties require in-person attendance Monday through Friday during our business hours of 8 AM to 5 PM at our office in St. Louis.
• Duties are performed in a normal office environment while sitting at a desk or computer table.
• Ability to actively engage with a computer for several hours per day and communicate over the telephone or virtual meeting platforms.
• May occasionally need to lift items up to 50 lbs.

Why KPFF

Culture and Benefits At KPFF, we offer a rewarding career path that emphasizes autonomy, innovation, and professional development. Our culture prioritizes employee ownership, teamwork, and shared values, creating an environment where contributions are celebrated, and career growth is encouraged. We aren't just colleagues; we're a community dedicated to collaborative innovation, providing you the platform to make a lasting impact on meaningful projects.

KPFF Employee Benefits

• Medical Insurance: Choose between a traditional Open Access Plus (OAP) medical plan or a high-deductible OAP plan with a Health Savings Account (HSA)
• Health Savings Account Contribution: KPFF contributes $50 per paycheck to the HSA for employees enrolled in the eligible high-deductible medical plan
• Dental and Vision Insurance: KPFF pays the employee premium for dental and vision coverage
• Flexible Spending Accounts: Access to Healthcare and Dependent Care FSAs for eligible pre-tax expenses
• Employer-Paid Insurance: KPFF provides short-term and long-term disability, life insurance, accidental death and dismemberment coverage, and travel accident insurance
• Employee Assistance Program: Confidential resources and support for employees
• 401(k) Retirement Plan: KPFF automatically contributes 3% of your base salary, with no employee contribution required. Employer contributions are immediately vested, and employees may also make pre-tax or Roth contributions.
• Paid Time Off: Vacation and personal and sick time, with vacation accrual increasing based on tenure
• Paid Holidays: Company-observed holidays plus two floating holidays each year
• KPFF Paid Family Leave: Up to six weeks of paid family leave per year after meeting eligibility requirements
• Opportunity for Paid Overtime: Overtime is not mandatory, but employees may have opportunities to work additional hours based on project and team needs. When overtime is worked, those hours may be banked for future time off or paid out monthly.