Geosyntec s Blue Bell, PA and Pennington, NJ office is seeking an experienced Office Manager to provide high-level administrative leadership and support to environmental practitioners and technical staff in a busy engineering consulting environment. The position will support Branch Managers, practice area leaders, and technical staff with administrative functions, client deliverables, marketing materials, and other day-to-day needs. As the local Human Resources Point of Contact (HR POC), the role will also help coordinate all HR and Health & Safety (H&S) functions and related inquiries with Corporate HR and H&S staff, and within company guidelines and policies. We are looking for someone who enjoys working in a fast-paced, deadline-oriented environment and who can manage multiple projects simultaneously. The ideal candidate should have experience supporting multiple senior Managers preferably in a client service-focused professional industry.

Geosyntec is a blue-chip international engineering consulting firm operating throughout the U.S., Canada, and select international locations. Geosyntec is a company of practitioners- experts in their fields, experienced in applying their knowledge to provide our clients with real-world solutions. We provide services to municipalities, state and federal agencies, Fortune 100 industrial companies, and many of the nation s top law firms.

Our clients ask us to address their new ventures and most challenging problems involving the environment, natural resources, and civil infrastructure. Ranked by ENR in the top 20 design firms for the environment, Geosyntec is internationally known for its technical leadership, broad experience, and exceptional client service. Learn more by visiting www.geosyntec.com

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office / Branch Duties:

• Serve as liaison between local office(s) and/or branch and Corporate management and staff; respond to general and common inquiries appropriately, directing specialized questions to the appropriate Corporate departments.
• Ensure proper orientation of new employees ensuring knowledge of general office practices, and proper completion of paper and electronic employment documents, in coordination with branch support staff and Corporate HR.
• Manage workflow, assignments, and productivity of support staff; provide job-specific formal and informal training; evaluate performance; and discipline support staff as needed, in accordance with appropriate Company policy and procedure, and in coordination with Corporate HR.
• Ensure proper procedures are followed with regard to operations and maintenance of company vehicles and rental/leasing of supplemental vehicles on an as needed basis.
• Serve as liaison with building leasing company, building maintenance, vendors, advertising solicitors, and other office visitors; maintain security files (i.e. building security cards, office keys, etc.).
• Solicit estimates and bids for major branch purchases/leases of office equipment and furniture; assist in the review of office or equipment leases and negotiation of same, ensuring all contracts are reviewed and approved by Corporate Legal department.
• Oversee purchase of office supplies and service calls for office equipment repair; track purchases through purchase order procedures.
• Serve as liaison with Corporate Accounting, follow-up with Project Manager s on status reports, time and billing, file maintenance, and collections.
• Understand overall workings of computer, telecommunications, photocopy, scanning, and fax systems, and associated software, equipment, and vendors.
• Plan and execute staff activities for holidays and other events, with management approval.
• Oversee travel arrangements for consulting staff.
• Manage existing administration team of 3-4 staff.

Other Administrative Duties:

• Process proposal or business development letters, memoranda, and branch reports of varying complexity, and confidentiality using Microsoft Office Software.
• Maintain employee information specific to projects, and Professional Licenses for consulting staff; update license dates in HR portal or direct employees to update directly.
• Facilitate consulting staff resume updates and distribute as needed.
• Oversee project/ proposal numbers and deliverable lists for administrative staffing needs and scheduling.

HR POC Duties at the Branch Office Level:

• Ensure all new hire and updated employee records are completed timely, accurately, and forwarded to Corporate HR for file retention.
• Point employees to HR, benefit, wellness, and recruiting resources and company policies and procedures, as needed.
• Ensure employee leaves, status changes, life events, position/manager/pay changes, etc., are communicated timely to HR, and are in line with company policies and procedures.
• Partner with HR and Talent Acquisition teams to ensure recruiting compliance procedures are followed (i.e., job requisitions posted, all candidates apply to specific job requisitions before interviewing, etc.).
• As needed, assist branch hiring teams with recruiting efforts, such as drafting requisitions, scheduling interviews, following-up, tracking and dispositioning candidates in ATS.
• As needed, assist local hiring teams in drafting/formatting employment offers, ensuring current sample templates and enclosures are used, and offers are reviewed and approved in line with company policies.
• Assist with communications to local and branch employees of corporate policy or process updates and changes.
• Point employees to H&S policies and programs; ensure proper employee incident and injury reporting procedures are followed and promptly reported to Corporate H&S and HR.
• Work cooperatively with the branch and local managers and H&S Coordinator(s) to help maintain local H&S records; facilitate coordination of office safety inspections; and assist with applicable H&S safety plans, program postings, and procedures.
• Perform additional related support work and local business errands, as needed.

EDUCATION, QUALIFICATIONS, AND EXPERIENCE

• Associate's degree, supplemented by course work including business, human resources, accounting/finance, office procedures, and/or related subjects and at least 5 years of progressively responsible experience, preferably as an Office Administrator or Administrative Assistant; or equivalent combination of education, experience and training that provides the required knowledge, skills, and abilities to perform the responsibilities of the position. (required)
• Directly relevant work experience in a professional environment, preferably with a consulting and/or client service focus. (preferred)
• Supervisory experience leading and directing administrative staff. (required)
• Proven track record in position requiring independent judgment, interpersonal skills, ability to act independently with an understanding of larger picture, critical thinking, and problem-solving skills. (required)
• Ability to effectively prioritize and organize work, work independently, take initiative, and handle multiple tasks in a professional and organized manner. (required)
• High level of attention to detail and quality, strong work ethic and the ability to maintain confidentiality. (required)
• Advanced proficiency in a Windows environment, with specific expertise in Microsoft Office, including Word, Excel, PowerPoint, Internet Explorer, and Outlook. (required)
• Ability to work flexible and additional hours on short notice and a positive, team-focused attitude. (required)
• Valid U.S. driver s license and a satisfactory driving record for business travel. (required)

CULTURE/EEO STATEMENT

Geosyntec strives to hire and retain the best and brightest people in their fields. We look for exceptional interpersonal skills, communication skills, and problem-solving abilities, plus the passion for technical excellence and quality. We seek individuals with leadership potential, a commitment to lifelong learning and growth, and the desire to build a long and rewarding career with a growing Firm.

Geosyntec is a great place to build a career. If you're looking for an exciting place to work, a place with challenging and rewarding projects, and a place that has been nationally recognized for its employees' quality of life, technical expertise, and business success, then Geosyntec may be the place for you. You can learn more about careers and employment at Geosyntec by visiting http://www.geosyntec.com/careers/

We are proud to offer our employees a highly competitive benefits package. Learn more by visiting http://www.geosyntec.com/careers/employee-benefits