What We're Looking For

Under limited supervision, leverages skills and experience to perform a broad range of administrative functions in support of office locations. Administrative functions may include maintaining calendars, scheduling meetings, making travel arrangements, handling correspondence, distributing mail, filing, and performing other duties to support the manager and department as needed. Utilizes Outlook, Word, Excel, PowerPoint and various HNTB software applications to perform tasks.

Primary Focus Will Include:

• Serve as office administrator for both Baton Rouge and New Orleans locations

Preferred Qualifications and Skills:

• Ability to maintain confidentiality
• Planning, time management and organizational skills
• Ability to balance multiple tasks and changing priorities
• Attention to detail
• Demonstrated ability to compose, edit and proof read written documents

Responsibilities Will Include:

• Perform administrative duties in support of office staff including, coordinating and scheduling calendar appointments, meetings and travel, preparing a variety of correspondence under general guidance, receiving and directing incoming calls and welcoming visitors.
• Furnish information and responds to routine correspondence when necessary.
• Coordinate the receipt, distribution and delivery of mail both to and from the office.
• Coordinate local policy and procedures with the appropriate corporate and or divisional functions to ensure full and complete procedures are in place covering assigned areas.
• Recommend changes in process or procedure to management.
• Prepare reports, gathering and summarizing a variety of data from multiple sources.
• Organize and maintain office files (electronic and hard copy) and records in accordance with internal retention policy and procedures.
• Support Accounts Payable functions by accurately coding and processing invoices.
• Track and coordinate the acquisition and distribution of materials, supplies and equipment.
• Maintain inventory of furniture and equipment.
• Work with Corporate Procurement and facilities, assists with office moves.
• Coordinate with facilities on any building maintenance issues.
• May track mileage and ensure maintenance of vehicle fleet.
• Prepare and submit expense reports on behalf of office staff, at approval of office leader, securing and maintaining supporting documentation and ensuring accurate coding of expense items.
• Support new hire orientations as needed.
• Perform other duties as assigned.

What You'll Need

Essential Responsibilities:

• Performs administrative duties in support of office staff including, coordinating and scheduling calendar appointments, meetings and travel, preparing a variety of correspondence under general guidance, receiving and directing incoming calls and welcoming visitors. Furnishes information and responds to routine correspondence when necessary. Coordinates the receipt, distribution and delivery of mail both to and from the office. Delivers new hire orientation when needed.
• Coordinates local policy and procedures with the appropriate corporate and or/ divisional functions to ensure full and complete procedures are in place covering assigned areas. Recommends changes in process or procedure to management.
• Prepares reports, gathering and summarizing a variety of data from multiple sources. Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.
• Prepares and submits expense reports on behalf of office staff, securing and maintaining supporting documentation and ensuring accurate coding of expense items. Supports Accounts Payable functions by accurately coding and processing invoices.
• Tracks and coordinates the acquisition and distribution of materials, supplies and equipment. Maintains inventory of furniture and equipment. Working with Corporate Procurement and facilities, assists with office moves. Coordinates with facilities on any building maintenance issues. May track mileage and ensure maintenance of vehicle fleet.
• Performs other duties as assigned.

Minimum Qualifications:

• High School Diploma/GED or equivalent
• 4 years related administrative experience

Additional Information

Click here for benefits information: HNTB Total Rewards

Click here to learn more about EOE including disability and vet

Visa sponsorship is not available for this position.

\#SR #Administration

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NOTICE TO THIRD-PARTY AGENCIES:

HNTB does not accept unsolicited resumes from recruiters or agencies. Any staffing/employment agency, person or entity that submits an unsolicited resume to this site does so with the understanding that the applicant's resume will become the property of HNTB. HNTB will have the right to hire that applicant at its discretion and without any fee owed to the submitting staffing/employment agency, person or entity. Staffing/employment agencies who have fee agreements with HNTB must submit applicants to the designated HNTB recruiter to be eligible for placement fees.

Job Type: Regular

Full/Part Time: Full time

Job Category: Administration Group

ReqID: R-12137