What are the responsibilities and job description for the Executive Secretary/Office Manager position at Meridian Engineering, Inc.?
A leading civil engineering and land surveying consulting firm based in South Jordan, Utah, with a reputation for innovative solutions. We specialize in a wide range of services, including land development, surveying, transportation engineering, utility and site development, and construction management. Our team is dedicated to providing high-quality services to our clients while maintaining a strong commitment to sustainability and community engagement.
**Position Overview**
In this position, you will embark on an exciting and rewarding career where you become part of a community builder. This position requires someone trustworthy with a high level of ethics. Reliable attendance is required. We are a mid-size firm and very busy. We are looking for someone to perform the roles of executive secretary, hiring manager, and office manager. You will serve as the operational backbone of our office. You will ensure that the phones are answered, mail is processed, and every document---from invoices to project files---is accurately scanned, filed, and accessible. You would be the go-to for office supply needs, event planning, and keeping the office running smoothly. In addition to managing daily operations, this role plays a pivotal role in hiring---posting ads, reviewing resumes, coordinating interviews, and welcoming new hires with onboarding packets. This person will assist leadership and project managers with day-to-day administrative support, manage insurance documentation, and coordinate morale-boosting events like company parties. Under the direction of the Meridian Board of Directors (BOD).
**Key Responsibilities**
Hiring Manager
**Position Overview**
In this position, you will embark on an exciting and rewarding career where you become part of a community builder. This position requires someone trustworthy with a high level of ethics. Reliable attendance is required. We are a mid-size firm and very busy. We are looking for someone to perform the roles of executive secretary, hiring manager, and office manager. You will serve as the operational backbone of our office. You will ensure that the phones are answered, mail is processed, and every document---from invoices to project files---is accurately scanned, filed, and accessible. You would be the go-to for office supply needs, event planning, and keeping the office running smoothly. In addition to managing daily operations, this role plays a pivotal role in hiring---posting ads, reviewing resumes, coordinating interviews, and welcoming new hires with onboarding packets. This person will assist leadership and project managers with day-to-day administrative support, manage insurance documentation, and coordinate morale-boosting events like company parties. Under the direction of the Meridian Board of Directors (BOD).
**Key Responsibilities**
Hiring Manager
- Oversee the hiring process (ads, resume screening, interview scheduling etc.)
- Attend job fairs at the direction of the Board of Directors
- Oversee the onboarding of new Employees to make sure they have everything they need and all proper paper work is completed.
- Tracking office supply inventory and ordering new supplies
- Serve as liaison for office equipment repairs and supply orders.
- Maintain organized company folders and digital records.
- Orchestrate company events, parties, lunch and learns, and morale-building activities.
- Serve as liaison with Insurance documentation and compliance records.
- Work with BOD to get (any) Christmas cards or gifts to clients
- Complete Company Errands
- Make employee travel arrangements
- Manage company SWAG as requested by BOD
- Meridian Representative for Printer Repair/Toner
- Document and distribute petty cash
- Travel and event coordinator for staff
- Schedule, create agendas, and minutes for management and company meetings
- Company document control
- Create company-wide emails
- Create and maintain company tracking spreadsheets and documents
- Answer and route incoming phone calls.
- Process incoming and outgoing mail, including scanning and filing.
- Process incoming checks and maintain accurate financial documentation.
- Support project managers and leadership with administrative needs.
- Create and Maintain Tracking spreadsheets as assigned by Board of Directors.
- Supports project managers in collecting accounts receivable
- Strong grammar, experience reviewing content, and confidence in providing suggestions.
- Self-motivated, you look for ways to support and add value to the team. Takes initiative and get stuff done.
- Excellent written, verbal, and communication skills for effective collaboration and information sharing
- Ability to work both independently and within a team-oriented environment, adapting to various proje
- Proficient with Microsoft Word and Excel, demonstrating strong skills in essential office software for efficient document creation and data management.
- Proficient with Google Suite. We use Gmail, Google Drive, and Calenda with Google Meetings, to coordinate.
- Familiar with using phone, email, and video conference to communicate.
- Must pass a drug test and have a valid driver's license.
- Some experience in the engineering, survey, real estate, right of way, and/or construction industries is helpful but not required.
- Preference is given to local candidates.
