Administrative Operations Specialist

4 weeks ago

Seattle, Washington, United States Orionyx Enginnering LTD Full time
Company Overview:

Orionyx Engineering Ltd. is a dynamic and innovative company that provides comprehensive engineering solutions to various clients. As an Administrative Operations Specialist, you will play a vital role in ensuring the operational efficiency of our organization.

Job Description:

As an Administrative Operations Specialist, you will be responsible for providing administrative support to various departments, including scheduling meetings, managing calendars, and preparing technical documents and reports. You will also be responsible for coordinating office activities, managing office supplies, and facilitating communication between teams.

Key Responsibilities:
  • Office Management:
    • Oversee daily office operations to ensure a productive and organized work environment.
    • Manage office supplies, including procurement, tracking, usage, and maintaining stock levels.
    • Coordinate maintenance and repairs of office equipment and facilities, liaising with vendors as necessary.
  • Administrative Support:
    • Provide comprehensive administrative support to engineering teams, including scheduling meetings, managing calendars, and preparing technical documents and reports.
    • Draft, edit, and format correspondence, presentations, and project documentation.
    • Handle incoming and outgoing communications, including emails, phone calls, and mail, ensuring timely responses.
  • Project Coordination:
    • Assist project managers in planning, scheduling, and tracking project timelines and deliverables.
    • Maintain project documentation, including contracts, proposals, and meeting notes, ensuring accurate records are kept.
    • Collaborate with team members to gather project information and facilitate communication among stakeholders.
  • Meeting Coordination:
    • Organize and schedule internal and external meetings, including logistics such as venue booking, catering, and technology setup.
    • Prepare meeting agendas, take minutes, and distribute follow-up materials to ensure action items are tracked and addressed.
    • Coordinate site visits and project-related events, ensuring all necessary resources are available.
  • Data Management:
    • Maintain and update electronic and physical filing systems, ensuring all documentation is easily accessible and organized.
    • Assist in data entry and database management tasks related to projects and administrative functions.
    • Support the preparation and analysis of reports related to project performance, office operations, and resource allocation.
  • Compliance and Policies:
    • Assist in the implementation and enforcement of company policies and procedures related to administrative functions.
    • Ensure compliance with safety regulations and industry standards, especially in project documentation and reporting.
  • Client and Stakeholder Interaction:
    • Serve as a primary point of contact for clients, subcontractors, and vendors, addressing inquiries and facilitating communication.
    • Foster positive relationships with external stakeholders to enhance collaboration and project success.
  • Budget Management:
    • Support departmental budget tracking and management, assisting in expense reporting and invoice processing.
    • Collaborate with the finance department to ensure timely processing of payments and reimbursements.
  • Continuous Improvement:
    • Identify opportunities for process improvements and efficiencies within administrative operations.
    • Participate in training and professional development to stay current with industry practices and tools.
Required Skills and Qualifications:
  • Education: Associate's or Bachelor's degree in Business Administration, Engineering, or a related field preferred; relevant experience may be considered.
  • Experience: 35+ years of experience in an administrative or coordination role, preferably in the engineering or construction industry.
  • Technical Skills:
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management software (e.g., MS Project, Trello).
    • Experience with engineering software (e.g., AutoCAD, Revit) is a plus.
  • Interpersonal Skills: Excellent communication and interpersonal skills, with the ability to collaborate effectively with diverse teams and stakeholders.
  • Organizational Skills: Strong organizational and time management skills, with a keen attention to detail and the ability to multitask effectively.
  • Problem-Solving: Analytical and problem-solving abilities, with a proactive approach to addressing challenges.
Working Conditions:
  • Remote office environment with typical working hours; may require occasional overtime based on project demands.
  • Some travel to project sites may be required.
Benefits:
  • 401(k)
  • Dental insurance
  • Vision insurance
  • Health insurance
  • Life insurance
  • Paid time off
Salary:

The estimated salary for this role is $51,450 - $66,900 per year, depending on experience and qualifications.

Location:

The role is remote, and the successful candidate will be required to work from a home office.

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