Job Description
Arcadis is seeking a Project Site Office Administrator to support our California High-Speed Rail team in Selma, CA. This position will support the office by maintaining organization and providing excellent customer service.
Arcadis is the world’s leading company delivering sustainable design, engineering, and consultancy solutions for natural and built assets.
We are more than 36,000 people, in over 70 countries, dedicated to improving quality of life. Everyone has an important role to play. With the power of many curious minds, together we can solve the world’s most complex challenges and deliver more impact together.
Role description:
In this role, the Project Site Office Administrator will provide support for 80+ field and office staff members. Provide project administration, financial, and office management assistance. Manage multiple initiatives with changing priorities, simultaneously and deliver exceptional results under stringent deadlines.
Role Accountabilities:
- Maintain project management system reports and documentation, copying, scanning, and assembling project correspondence, assisting with meeting agendas, minutes and handouts, development of tracking spreadsheets and vendor/subcontractor tracking logs.
- Maintaining field office documentation hard files (correspondence, Requests for Information, Shop Drawings, manuals, and other project records).
- Greet visitors as they arrive, following office safety protocol and maintain field office supplies, and maintenance service contracts.
- Assist engineers/staff with special projects as needed, putting together necessary forms, spreadsheets, PowerPoint presentations, printing/copying/binding, meeting minutes, creating agenda, etc.
- Maintain conference room calendars daily, and send out calendar invites for staff as needed, maintain the conference rooms are ready for meetings.
- Maintain sign in sheets, schedule FedEx pick-ups and USPS Mail distribution, run errands for staff as needed, maintain copiers with paper & toner.
- Manage office asset list, coordinate Zoom printer service calls and coordinate with IT on network & printer issues
- Take fleet vehicles in for service as needed
- Create daily office supplies order, obtain approvals, submit, and distribute order, coordinate office events, order lunches as needed and maintain kitchen supplies and assure kitchen is supplied.
- Coordinated new-hire agendas and logistics in preparation for the first-day onboarding, assist with new-hire orientation, order computer and PPE supplies for all new-hires.
- Greet new-hires on first day, maintain new-hire onboarding packets, set up new-hires with office supplies, and give tour of the office, and assist with the completion of I-9 and federal and state employment verification documents.
- Maintain Org Chart, Contact and Emergency contact lists, maintain State and Federal posters, and company info in break room and act as emergency team member
Required Qualifications:
- 3+ years’ experience as an office administrator
Key Skills and Attributes:
- Candidate must be a team player and have excellent communication and presentation skills.
- Must also be a self-starter, detail orientated, and have strong organizational skills and produce deliverables on time.
- Experience in Microsoft Office Suite application; including Word, Excel, PowerPoint, and Outlook.
Preferred Qualifications:
- 3+ years’ experience as a construction project office administrator
- High School Diploma
Why Arcadis?
We can only achieve our goals when everyone is empowered to be their best. We believe everyone’s contribution matters. It’s why we are pioneering a skills-based approach, where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together.
You’ll do meaningful work, and no matter what role, you’ll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark, on your career, your colleagues, your clients, your life and the world around you.
Together, we can create a lasting legacy.
Join Arcadis. Create a Legacy.
Our Commitment to Equality, Diversity, Inclusion & Belonging
We want you to be able to bring your best self to work every day which is why we take equality and inclusion seriously and hold ourselves to account for our actions. Our ambition is to be an employer of choice and provide a great place to work for all our people. We are an equal opportunity and affirmative action employer. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. We are dedicated to a policy of non-discrimination in employment on any basis including race, creed, color, religion, national origin, sex, age, disability, marital status, sexual orientation, gender identity, citizenship status, disability, veteran status, or any other basis prohibited by law.
Arcadis offers benefits for full time and part time positions. These benefits include medical, dental, and vision, EAP, 401K, STD, LTD, AD&D, life insurance, paid parental leave, reward & recognition program and optional benefits including wellbeing benefits, adoption assistance and tuition reimbursement. We offer seven paid holidays and potentially up to two floating holidays per calendar year depending on start date, and 15 days PTO that accrue per year. The salary range for this position is $65,000 – $81,000.
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