Office Administrator

2 weeks ago


Fort Worth, Texas, United States Ghafari Associates Full time
Job Description:

Ghafari Associates is seeking a highly organized and detail-oriented Office Administrator to support the Fort Worth office. The ideal candidate will have a strong background in administrative tasks, excellent communication skills, and the ability to work independently in a fast-paced environment.

Key Responsibilities:
  • Perform general administrative tasks, including copying, scanning, faxing, emailing, and binding activities.
  • Manage FedEx, UPS, and USPS related activities.
  • Order and maintain office supply inventory, coordinating with the Dearborn Office Services team.
  • Act as a liaison for issues relating to Fort Worth office maintenance, including landlord issues, cleaning service, and printer/plotter vendor issues.
  • Review and approve local invoices.
  • Organize business travel arrangements for Fort Worth staff.
  • Lend support and assistance to the Director - Fort Worth Office in the preparation and editing of projects, client and employee events, presentations, and creating reports.
  • Manage Bid Phase documentation for Fort Worth projects (GC pre-qualification, pre-bid meetings, and bid openings).
  • Assist in the management of Construction Administration documentation for Fort Worth projects (submittals, RFI's, change orders, pay requests, and closeout documents).
  • Manage Document Releases for all projects originating in the Fort Worth Office.
  • Create, proofread, and/or format proposals, specifications, and other correspondence to affirm adherence to Ghafari standards.
  • Assist the Ghafari Marketing team in the preparation of local proposals and RFP responses, as well as the promotion and photography of local projects.
  • Schedule and coordinate vendor Lunch & Learn meetings when they occur within the office.
  • Provide reception support by receiving and screening calls. Act as a general phone number operator for the Fort Worth office.
  • Communicate with clients or others as requested. Maintain confidentiality and professional demeanor in all communications.
  • Stay current with company rules and policies.
  • Communicate with manager/supervisor in a timely and proactive manner regarding workload and issues as they relate to the performance of job responsibilities.
Requirements:
  • Bachelor's degree in a related field preferred.
  • Minimum 5 years experience in an administrative assistant capacity.
  • Previous experience with an Architecture/Engineering or Construction firm.
  • Advanced skills in Microsoft Office, Adobe, Internet Explorer, Bluebeam Revu, and Deltek software.
  • Excellent oral and written communication skills.
  • Positive and enthusiastic demeanor in a fast-paced environment.
  • Excellent organizational skills, detailed oriented, and able to manage multiple projects.
  • Ability to work independently and on a flexible schedule.
  • Professional manner and approach.

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