This Opportunity

Versar Global Solutions, a leading technical and engineering service provider in Highway and Road Maintenance, seeks a highly skilled and experienced Administrative Office Manager to join their West Palm Beach, FL team. In this position, you will be responsible for independently overseeing and managing all administrative office functions and staff, providing essential leadership support to the technical operation.

As the Office Manager, you will play a critical role in ensuring the smooth and efficient operation of the front office, including managing administrative staff, overseeing the reception area, and directing office services. You will also provide crucial administrative support to the leadership and operational group, assisting with various tasks such as scheduling meetings, preparing documents, and managing files.

In addition, you will provide valuable support to client relations, assisting with administrative follow-up to help secure our client satisfaction and ensure our customers receive the best service possible.

Overall, this is an excellent opportunity for a skilled and motivated Office Administrative Manager to join a dynamic organization and play an integral role in the continued success of the technical operation.

Your Impact on the Company

Manage incoming mail and prepare deliveries and shipments,
Manage timesheets and expense reports, travel and meeting arrangements,
Receive and process vehicle mileage log entries,
Review office vendor-related expenses and process invoices and expense reports,
Perform human resource duties working with supervisors/delegates on new hire orientation and termination tasks,
Coordinate prospective employee interviews and new hire onboarding.
Provide an effective communication link between the employees in the office and all company policies, procedures, directives, and activities,
Maintain office resources (space plans, furniture, supplies, office technology equipment)
Organize workstations/offices to prepare for new hires, including technology setup.
Work with building property management on office leasing matters, security access, parking, and work order requests.
Keep management informed of staffing needs, workload, vendor relations, personnel problems, office resources, and organizational needs,
Assist in internal and external communications and responding to inquiries from employees and our clients on all DOT-related matters.
Keep all office manuals, pertinent office documentation, and SharePoint site updated,
Lead office sustainability programs and accountability to office lease terms and commitments. Create all documentation for the DOT monthly invoice.
Create reports/documentation as assigned Project Manager.
Supervise and coordinate overall administrative activities for the executive leadership staff to optimize their time and organizational effectiveness.
Supervise the maintenance and alteration of office areas and equipment, layout, arrangement, housekeeping of office facilities, and distribution of keys and security access cards.
Supervise the maintenance of office equipment, including copier, fax machine, etc.
Provide administrative support to the executive leadership staff, including light bookkeeping, secretarial-style support using Microsoft Office tools, master filing systems, newsletter and marketing materials production, and production of reports and presentations.
Assist with expense reports and corporate credit card reconciliations.
Create PRs for POs and Invoices to the system when needed.
Schedule travel arrangements and coordinate/plan special events.
Participate as needed in special department projects.
Understand and abide by ethical behavior and integrity standards as detailed in the Code of Business Conduct.
Perform all other duties as prescribed by management.
Coordinate and document information releases about the project for client approval and posting as requested.

Our ideal candidate

Required Qualifications

Minimum of 5 years of management experience in an Engineering, Construction, or Road Maintenance office setting; government contracting environment highly preferred.
Must have a minimum of 3 years experience leading staff.“Required.”
High School Diploma/GED required. An associate degree is strongly preferred.
Bilingual English/Spanish is a great plus.
Experience with the public and customers is a plus.
Must have excellent written and verbal communication skills.
Must be proficient in Microsoft Office Suite (Word, Excel, and Outlook).
Must have high attention to detail and a solid ability to multitask.
Must be able to take a professional approach when dealing with confidential information.

Versar, Inc

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Administrative Office Manager