As Gannett Fleming continues to grow and expand, we are looking for a talented Office Administrative Supervisor in Boston to grow our team. We rely on our energetic staff to share with us their unique perspectives and elevate the quality of our work. At Gannett Fleming, we believe in a symbiotic work environment – you will have the opportunity to work collaboratively with a talented team focused toward growth and success.
In this role, you will need to be a motivated team leader with a positive attitude and office management experience. You will directly supervise two Office Administrators, provide Administrative support, and be a big part of building this new office in Boston.
We are seeking to make a long-term professional investment in you in helping you to establish a career track to allow for continued growth within our organization.
Principal Responsibilities and essential functions
Office & Project Support (OPS) Team Leader
Provides support to OPS Area Manager and senior management:
- Being the liaison between the OPS Area Manager & Office Principals to share and expand lessons learned, best practices, enhance efficiency, and deliver consistent quality,
- Providing an effective communications link between their reporting staff on all company policies, procedures, directives, and activities,
- Keeping OPS Area Manager and management informed of project schedules, staffing needs, new work, client relations, personnel problems, financial results, office resources and organizational needs,
- Understanding and working with Gannett Fleming Corporate Business Groups (CBG) to support management effectiveness and responsiveness,
- Assisting in internal and external communications and responding to routine inquiries from employees and external entities; and routing complex inquiries and supporting documentation/information to appropriate staff,
- Coordinating with OPS Admin’s & Office Principals with crisis events,
- Confirming quality compliance and consistency of work products by staff,
Manages and leads OPS administrative staff by:
- Assigning responsibilities for the completion of all administrative tasks,
- Demonstrate best customer service to internal colleagues and external clients,
- Ensuring the implementation of improved processes, best practices, consistency, and standards throughout the firm,
- Promoting and supporting collaboration within various teams,
- Overseeing OPS staff compliance with corporate requirements, guidelines, and directives,
- Championing integration of emerging technologies,
- Communicating with staff to ensure workplace needs are met and adjusted as needed,
- Ensuring proper and timely processing of expenditures related to office’s operations,
- Supporting and creating a learning and collaborative environment,
- Seizing opportunities to mentor OPS staff by providing a structured career path for the development and growth of staff.
Office Administrator within the Boston office:
Provides administrative assistance to office principal, senior management, and other staff within the office:
- Work with building property management on office leasing matters and work order requests (i.e. HVAC, maintenance, etc.),
- Approve office vendor invoices,
- Prepare, attend, and document Office Principal meetings,
- Provide an effective communications link between the employees in the office and all company policies, procedures, directives, and activities,
- Keep office resources functioning at optimal level including but not limited to office/ furniture space, supplies and office technology equipment,
- Coordinate directly with Shared Services staff and office staff to resolve information technology, human resources and operational matters impacting the office,
- Assist in preparing communications and responding to routine inquiries, routing complex questions, and supporting documentation/information to appropriate staff.
- Work with supervisors and/or delegates to perform new hire orientation and termination tasks,
- Coordinate and manage budgets for office event functions.
- Assist with client meetings, conferences and executive staff visits in collaboration with senior management,
- Perform or manage duties of office Safety Coordinator(s) (organize safety trainings, equipment ordering, etc.),
- Assist with unified communication system updates,
- Order apparel for office staff,
- Keep all office manuals and pertinent office documentation updated.
Education and Licensing requirements
- Bachelor’s Degree preferred (or equivalent experience in related field)
- Minimum of 7 years of relevant experience
Training, Skills, Knowledge and/or Experience
- Management, supervisory and leadership experience a MUST.
- Ability to work with virtual / distributed teams.
- Resource management.
- Knowledge of accounting and contracting principles.
- Ability to learn, research, interpret, and apply information.
- Vision to identify, analyze, communicate, and implement process improvements.
- Exercise sound judgement and professional discretion.
- Strong organizational skills and attention to detail.
- Excellent interpersonal skills.
- Effective written and verbal communication skills.
- Ability to multitask and prioritize.
- Experience with onboarding and offboarding process and general HR guidelines.
- Proficient in Microsoft Office Suite/O365 applications.
- BST 10 experience would be preferred.
At Gannett Fleming, we believe in improving the lives of the people we serve. We believe in innovation and social responsibility. We believe in the diversity of our team and the creative solutions they provide. We believe in embracing change and emerging technologies while maintaining an unmatched standard of quality. We believe in creating an environment where employees can thrive at home and at work. We believe in engaging our employees, building lasting relationships with our clients, and, in turn, making a difference in the world.
We offer a comprehensive benefits program, which includes medical, dental, vision and life insurance, our tax-deferred 401 (K) savings plan, and the opportunity to incentive compensation for eligible positions. We are committed to your personal growth and professional development, so we offer tuition reimbursement, access to internal and external training programs and support active participation in professional organizations.
Gannett Fleming is an Equal Opportunity/Affirmative Action Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veterans’ status or other characteristics protected by law.
Unsolicited resumes from third party agencies will not be accepted.
Location: Boston, MA – In office
Core Business Hours: 8:00 AM – 5:00 PM
Employment Status: Full-Time
Internal Requisition ID:2023-9977
Salary Range: $75,000 – $80,000 Salary dependent upon experience and geographic location
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Please be advised that Gannett Fleming may require you to attest to your vaccination status and provide proof of Covid-19 vaccination. Regulatory requirements remain fluid at this time and Gannett Fleming will abide by Covid-19 mandates impacting our business as well as meet the requirements of our clients. Valid religious and medical exemptions will be reviewed and considered in accordance with applicable law.