Office Administrator

Company: Ardurra
Location: Spokane
Posted on: March 16, 2023

Job Description:

Position Summary Ardurra is seeking an experienced Office Administrator with strong experience in contracting to join our office in Spokane, WA. The primary function of the Office Administrator is to support contracting processes, prepare project performance plans, help manage schedules and budgets, monitor staff and materials assignments, analyze risks and opportunities, identify necessary resources, and communicates progress to team member project updates. A vital role will be to develop, review, and communicate feedback to appropriate parties in evaluating contracts on behalf of the company. In addition, this position would include office administration support, which may include, but not necessarily be limited to clerical assistance and office upkeep. The ideal candidate will be a team player, enjoy working in a fast-paced environment, and can collaborate and communicate successfully with Project Managers, Client Service Managers, and staff. The ideal candidate will understanding contracting, contract administration, project support, and be willing to coordinate general office administrative functions. Required Qualifications

• Minimum high school graduate or GED
• 5+ years' experience in project administration, contract coordinating, or similar role
• Possess attention to detail skills to be able to perform tasks with supreme accuracy and precision
• Excellent analytical thinking skills and problem solving abilities
• Demonstrate strong organizational and time management abilities
• Be resourceful and timely in understanding who to contact and where to locate documentation to complete project tasks and contract reviews for each project
• Efficiently and effectively work within a team or autonomously
• Excellent listening, written, oral, and organizational skills
• Skilled in the use of a personal computer and other standard office equipment. Proficiency in MS Office products, including Outlook, Excel, and Word
• Experience with a range of office functions (front counter presence, answering phones, general office upkeep, etc.)
• Experience with project management software like Deltek Vantagepoint, or comparable. Key Responsibilities -
  • Develop contract proposals to support organizational goals
  • Review contract estimates, including proposed materials, production costs, etc and determine whether they seem reasonable and accurate
  • Ensure that all project records are accurate and up to date
  • Write contract letters and other communications and notices
  • Attend project meetings, help create agendas, take and distribute meeting minutes to share with stakeholders
  • Create regular status reports regarding progress on projects
  • Analyze contracts to ensure they comply with state and federal laws and regulations
  • Skilled in general front-office administrative duties.
  • Experience with project administration duties, including contract administration, budgeting, and resource coordination support.
  • Have excellent communication and interpersonal skills to effectively interact with managers, co-workers, clients, and vendors
  • Ability to manage office functions, procedures, and office supply inventory
  • Help maintain projects budgets and schedules with software suits like Deltek Vantagepoint, or comparable.
  • Support federal grant requests, project bid documents, Request for Reimbursements, and project closeouts
  • Preparing ACDBE and DBE program plans, goals, monitoring contract compliance, and reporting
  • Posting project bid documents, addendums, and other project updates to Ardurra's Planroom - Office administrative duties include:
    • Front-desk duties, including answering phones, greeting clients, processing mail, etc.
    • Scheduling appointments
    • Planning and organizing office events
    • Maintaining office supply inventory and process purchase orders as needed
    • Managing office maintenance agreements (janitorial, equipment maintenance, etc.)
    • Assisting the finance department as needed, including processing credit card reports, client payments, vendor invoices, office checks, and petty cash Project administrative duties include:
      • Processing project documentation and agreements as needed
      • Assisting in drafting contracts and various project applications
      • Entering and updating project data in the project management system
      • Communicating with clients, subconsultants, and vendors
      • Occasionally run local errands with the use of a company vehicle. Physical Requirements -
        • Prolonged periods sitting at a desk and working on a computer
        • Ability to navigate various locations and settings of the company
        • Occasionally lift and/or move up to 25 pounds
        • Must possess a valid driver's license and be able to safely operate a vehicle Why Ardurra? While Ardurra offers competitive compensation and rich benefits programs, it is our culture that truly sets us apart from our peers. We nurture a family-like culture, striving to create a work environment that is enjoyable, challenging and rewarding but also fun. We are acutely focused on developing our staff, whether through our internal Ardurra Academy or through our industry-leading Leadership program. We have made a deliberate and focused commitment to nurture a people-centric culture where people are: valued as individuals; supported in their professional and career development with multiple, varied career paths; provided the tools and resources to be successful, engaged, and satisfied in their work; and positive benefits, time-off programs, and flexibility to help maintain a healthy balance between work and home. Ardurra is an Equal Opportunity/ Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, gender identity or sexual orientation. NOTICE TO THIRD PARTY AGENCIES: Ardurra does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Agency Agreement, Ardurra will not consider or agree to payment of any referral compensation or recruiter fee. If a resume or candidate is submitted to any hiring manager without a previously signed agreement, Ardurra reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. These candidates will be considered property of Ardurra. We're not currently looking to add any more agencies to our list of approved vendors, so please do not contact any of our managers or recruitment team with sales calls or details of your candidates.

Keywords: Ardurra, Spokane , Office Administrator, Administration, Clerical , Spokane, Washington