Job Description

Office Operations Administrator

GFT is seeking an Office Operations Administrator to join our Strategic Services team in New York, NY! This role follows an on-site work model, requiring regular attendance (5 days per week) in our Manhattan office.

The GFT Strategic Services team, which includes Human Resources, Legal, Accounting & Finance, Office Operations, IT Services and Marketing & Communications, are essential for managing and supporting the company's global operations. Strategic Services is part of a broader strategy to transform the business and improve efficiency. The support of this amazing team of professionals is the backbone of our ability to deliver infrastructure consulting and design services.

What you'll be challenged to do: This is an excellent career opportunity for an experienced, motivated Office Operations Administrator who thrives in a collaborative team environment. The role highlights a customer-focused mindset and a passion for delivering exceptional quality and results on every project. As an Office Operations Administrator, you will independently carry out & manage the administrative office functions, providing advanced administrative support to the Senior Office Admin Manager, Office Leadership as assigned, and other staff within the New York, NY office (approximately 190 people).

In this capacity, the successful candidate will be responsible for the following:

• Answer and direct office main line phone calls.
• Assist with travel and meeting arrangements.
• Order lunches and assist with staff & client meetings.
• Receive vendor, guest, client visitations (i.e. security access, parking, amenities, seating, safety).
• Sort and distribute incoming mail and processing outgoing mail.
• Coordinate and manage activities / events and oversee the engagement & budget compliance of the Employee Engagement & Citizenship Program (EECP).
• Keep all pertinent office documentation updated (i.e., Manuals, SharePoint, Office Layout/Seating, etc.)
• Maintain office resources (i.e., workspace, furniture, supplies, office technology equipment, signage, etc.)
• Oversee the Safety Coordinator duties.
• Assist with office real estate closures, relocations & renovations.
• Perform new hire orientation and terminations for designated office(s).
• Prepare & submit office expense reports.
• Review and process vendor invoices.
• Prepare office agenda topics, attend, and document Office Ambassador meetings.
• Serve as primary contact with building property management on security access, parking, and work order requests (i.e., HVAC, maintenance, etc.)
• Performs other job-related duties as assigned.

Education | Experience:

What you will bring to our firm:

• High school diploma required
• 5 to 7+ years of relevant experience
• Effective customer service skills.
• Strong written and verbal communication skills.
• Ability to multitasking and prioritizing.
• Strong organizational skills and attention to detail.
• Experience with event planning
• Proficient in Microsoft Office Suite/O365 applications.
• Ability to problem-solve and analyze data.
• Resourceful and proactive.
• High level of professionalism and discretion in business matters to handle confidential information.
• Ability to identify, analyze, communicate, and implement process improvements.

What we prefer you bring:

• Bachelor's Degree.
• Previous administrative experience within an AEC (Architecture, Engineering, or Construction Management) firm.

Compensation: The salary range for this role is $75,000 - $77,000. Salary is dependent upon experience and geographic location.

Featured Benefits:

• Hybrid (in-person and remote) work environment.
• Comprehensive benefits package including wellness programs, parental leave, and pet insurance, in addition to medical, dental, vision, disability, and life insurance.
• Tax-deferred 401(k) savings plan.
• Competitive paid-time-off (PTO) accrual.
• Tuition reimbursement for continued education.
• Commitment to professional development, access to internal and external training programs, and support of active participation in professional organizations
• Incentive compensation for eligible positions.

Company Overview:

At GFT, a privately held AEC firm, we innovate where transportation, water, power, and buildings converge. We call this the Infrastructure of Life. We measure our success by the strength of our relationships that's why we're the employer of choice for 5,000+ of the industry's brightest engineers, planners, architects, inspectors, designers, and more.

Our clients choose us for our expertise and prefer us for our nimble approach, creativity, and personal touch. Backed by over a century's experience, together we're building a lasting legacy for future generations: stronger communities, a healthier planet, and better lives.

GFT: Ingenuity That Shapes Lives is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veterans' status or other characteristics protected by law.

Location: New York, NY Core Business Hours: 8:00 AM 5:00 PM Employment Status: Full-Time

GFT does require the successful completion of a criminal background check for all advertised positions.

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