Senior Office Administrator

Overview

Carollo Engineers is a leading engineering firm dedicated exclusively to water. For over 90 years, we've specialized in the planning, design, and construction of water, wastewater, stormwater, and reuse facilities, bringing innovative and sustainable solutions to the water sector's most complex challenges.

We work with water agencies, municipalities, utilities, research organizations, and private companies across various industries, including technology, manufacturing, and beyond. These clients choose Carollo because we employ some of the most knowledgeable and experienced professionals in the world. When you join our team, you'll work alongside industry leaders who are advancing the science of water, protecting public health, and building resilient communities.

Carollo's vision is to be the best water consulting firm and the best place for you to build your career. If you're passionate about making a difference in this critical field, we invite you to explore a career with Carollo.

Responsibilities

• Supervises all day-to-day office operations
• Answer and field phone calls to the office
• Be present in the office during normal business hours
• Attend various meetings, as needed
• Confirm conference room setup/cleanup for meetings and assist with projector/computer setup as needed
• Liaison for visitors from other offices to reserve Guest Offices
• Interface with all corporate departments to facilitate proper handling of paperwork (Accounting, Human Resources, Legal, Facilities, and Information Technology departments)
• Oversight of opening and processing/distribution of daily mail
• Provide backup for office support staff as needed for shipping, printing, and offsite storage
• Work with building management to resolve facilities issues including HVAC, janitorial, etc.
• Conduct office safety inspections
• Evaluate ergonomics of employee workstations and coordination with facilities/HR as needed to resolve issues
• Establish the annual facilities budget and monitor throughout the year
• Control building access – Create fobs for staff at the Walnut Creek office and access for the San Francisco office, as needed
• Collect computers and other company property upon an employee’s last day or termination
• Conduct New Hire Orientations/Onboarding for all office new hires
• Work in conjunction with Office Manager to determine where new hires will sit, update seating charts, and create nameplates
• Work in conjunction with office support staff to confirm desk areas are clean and prepared prior to a new hire starting and/or after an employee has moved offices or vacated an office
• Support the OM during any future office move
• Order Digital business cards for new hires (or paper business cards), as needed
• Order office furniture/equipment and provide oversight of installation, as needed
• Order office supplies, coffee/snack supplies, and Safety gear (vests, hard hats, gloves, goggles, etc.), as needed
• Manage and coordinate maintenance of coffee machines with vendor and office services support staff
• Assist engineers with routine office related tasks, as needed
• Prepare expenses reports for office expenses and help engineers with expense reports, as needed
• Assist the Office Manager with office related tasks
• Manage pool cars and coordinate with office services support staff vehicles – check in/out, maintenance/service appointments, mileage logs, washing, etc.
• Order food for office meetings, seminars, and other company events, as needed
• Assist with planning and coordination of office and client events
  
  

Qualifications

• High school diploma or equivalent, some college business courses or business vocational instruction.
• Minimum of 8 years professional experience in office administration with at least 2 of those years in a supervisory capacity.
• Strong verbal and written communication skills
• Excellent organizational and administrative skills
• Ability to work without direct supervision.
• High level of critical thinking
• Professional experience handling confidential/sensitive issues
• Ability to exercise good judgment
• Flexible and adaptable to changing deadlines
• Demonstrates initiative and proactive attitude
• Ability to juggle multiple priorities and exercise judgment on order of completion of tasks
• Regular in-office attendance and timeliness
• Intermediate proficiency with MS Office Products.
  
  

Preferred Qualifications

• Bachelor's Degree
• Previous experience with engineering professionals
• Experience with BST or other financial software product
  
  

Compensation Range

$60,000 to $80,000 annually. This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee’s pay within the salary range will be based on several factors including, but limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Other Compensation And Benefits

Carollo is committed to providing employees with a competitive, comprehensive benefits program that provides the support employees and their families need to lead healthy, productive lives. Carollo’s benefits package includes paid time off and holidays, comprehensive health insurance coverage, pre-tax savings account options for healthcare, dependent care and commuter expenses, disability insurance and life insurance options for you and your dependents. We also offer free Caregiver Support, Travel Assistance, counseling services, discount programs, and a Lifestyle Reimbursement Account. Other compensation that may be available includes: 401(k) company contribution matching, tuition reimbursement, discretionary bonuses, career advancement bonuses, professional registration bonuses, employee referral bonuses, and compensatory time for exempt employees. Flexible work arrangements may also be available. Eligibility for benefits varies based on employment status.