Administrative Services Manager

COMPANY OVERVIEW

EKI Environment & Water, Inc. (EKI) is an employee-owned, full service, engineering and environmental sciences consulting firm serving private- and public-sector clients throughout the United States. If you are interested in improving the environment and advancing your career, then EKI is the place for you.

The Administrative Services Manager position reports to the Chief Operating Officer (COO) and leads EKI's administrative function, overseeing the Administrative Coordinators, Librarian, Project Assistants, and Facilities Manager. This role is responsible for delivering consistent, high-quality administrative support across all office locations, driving operational efficiency, and partnering with leadership to advance company-wide initiatives.

This position requires strong leadership, sound judgment, and the ability to manage a distributed team while balancing multiple priorities in a fast-paced, dynamic environment.

PRINCIPAL DUTIES & RESPONSIBILITIES

Your responsibilities may include, but will not be limited to the following:

Team Leadership & Administrative Operations

• Directly manage the Administrative Coordinators, Librarian, Project Assistants, and Facilities Manager, collectively referred to as Support Services. Provide mentorship, training, performance management, and standardization of best practices across all office locations
• Establish and maintain consistent administrative policies, procedures, and workflows across the firm, and serve as the primary point of escalation for administrative matters
• Conduct regular team meetings and one-on-ones with the Support Services team to ensure alignment, accountability, and clear communication
• Partner with Human Resources on employee relations matters for the Support Services team, including coaching, corrective action, performance improvement plans, and other personnel actions
• Facilitate Administrative Coordinators' coordination with the Executive Team, ensuring seamless administrative support to leadership
• Develop and monitor administrative budgets, including staffing, supplies, equipment, and vendor spending
• Assist with development and implementation of corporate operational processes, including policy development, training, and compliance monitoring
• Track key performance indicators (KPIs) for the administrative function and report progress to the COO
• Support implementation of the corporate and technical training programs including scheduling, employee enrollment, uploading and tracking in the HRIS, etc.
• Oversee company-wide records and information management programs, including retention policies, electronic and physical filing standards, and document control aligned with company and regulatory requirements
• Leverage the use of technology to enhance Support Services functions

Facilities, Library & Office Operations

• Oversee the Facilities Manager in facilities-related operations across all EKI locations, including office moves, space planning, vendor relationships, building services, and a safe, productive, and welcoming work environment
• Manage vendor negotiations, contracts, and service agreements to ensure quality and cost efficiency, and oversee office supply, equipment, and procurement programs across all offices
• Partner with the Health and Safety team to maintain office-level safety programs across all locations, including emergency action plans (EAPs), evacuation drills, first aid/AED readiness, building security and access control, and ergonomic assessments
• Ensure consistent front-desk operations, visitor experience, and package and courier coordination across all office locations
• Oversee the Librarian in maintaining EKI's technical library, reference resources, and research support services for project teams
• Oversee the Project Assistants in supporting project teams with deliverable QA/QC review and production
• Expand roles and responsibilities of Project Assistants based on the needs of project teams and client requirements
• Coordinate with IT on office equipment, conference room and audio-visual technology, new-hire workstation setup, and the rollout of firm-wide systems impacting administrative workflows

Cross-Functional Special Projects

• Partner with the Operational Departments and Finance/Accounting for onboarding, training, and policy and process implementation
• Lead planning and execution of onsite and offsite company events, meetings, and retreats, ranging from small leadership sessions to large-scale company gatherings, in coordination with the Executive Team
• Manage certificates of insurance (COIs) for clients and vendors
• Manage corporate professional registrations across the states in which EKI operates
• Identify opportunities for process improvement, cost savings, and increased organizational efficiency
• Other duties as required

QUALIFICATIONS & REQUIREMENTS

Knowledge, Skills & Abilities

• Bachelor's degree in Business Administration, Management, or a related field preferred
• Minimum of eight to twelve (8-12+) years of experience in administrative operations, with at least three to five (3-5) years in a management or supervisory role
• Must have experience leading distributed or multi-office administrative teams, with direct accountability for performance management and team development
• Must have a strong background in office operations, facilities management, vendor management, records management, and event planning
• Must be able to manage sensitive information with the highest level of confidentiality and professionalism
• Must be effective in operating in a dynamic environment with shifting priorities
• Must have a service-oriented mindset with strong leadership judgment
• Must have advanced proficiency with Microsoft Office and comfort learning new systems; experience in a consulting, engineering, or professional services environment preferred
• Familiarity with ADP is an advantage

Competencies

• Must have strong communication skills both oral and written
• Must have demonstrated leadership and people management skills, including coaching, mentoring, and performance management
• Must have exceptional organizational and prioritization skills
• Must be able to anticipate needs and solve problems independently
• Must be highly proactive, resourceful, and detail-oriented
• Must have a strong desire to grow personally as well as professionally
• Must have sound business judgment and the ability to make decisions with limited supervision
• Must have a current valid driver's license

PHYSICAL DEMANDS & WORK ENVIRONMENT

• Must be able to work in a fast-paced environment with high-volume workload and frequent short deadlines
• Must be able to lift up to 25 lbs
• Must be able to work 10-hour days on occasion
• Must be able to work remaining in a stationary position, often standing or sitting for prolonged periods

TRAVEL REQUIREMENTS

• Must be able to travel occasionally, possibly overnight, to other EKI office locations and for company events up to 10% of the time

As an employee-owned firm, EKI offers a unique company culture with a corporate commitment to maintaining a positive work/life experience. EKI provides excellent compensation and comprehensive benefits packages, including career advancement opportunities, outstanding training opportunities, incentive compensation including bonuses, retirement benefits through an Employee Stock Ownership Program (ESOP) and 401(k) profit-sharing contributions, and group medical, vision, and dental benefits.

EKI Environment & Water, Inc is an equal opportunity employer. All qualified applicants will receive consideration without regard to: race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, genetic information, national origin, age (40 or older), disability, marital status, political affiliation, or military service.

NOTE: This job description is not intended to be all-inclusive and is not an exhaustive list of all required responsibilities, duties, and skills. This description may be amended at any time and employee may be assigned other related duties to meet the ongoing needs of the organization.


NOTICE TO THIRD PARTY AGENCIES: EKI Environment & Water, Inc does not accept unsolicited resumes from recruiters or employment agencies. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement and approved engagement request with EKI Environment & Water, Inc. reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.