Office Administrator - Denver, CO

Office Administrator - Denver, CO

Department

Central Services

Location

Denver, CO, USA

Tags

Administration

Date Posted

January 7, 2022

Description

We have an exciting opportunity for an Office Administrator in Denver. Reporting to the Lead Operations Administrator, the successful candidate will be accountable for supporting and assisting the Denver, Houston and regional teams in Canada with various administrative duties to ensure a superior client experience is provided to our external and internal clients.

Accountabilities

The accountabilities of this Office Administrator position falls under two primary areas of support, with typical tasks as outlined below:

Project Specific Administrative Support

  • Assist in preparing, editing and formatting quotes, reports, data books, construction packages, document review packages, tender packages and quotation documentation for engineering and technical teams

  • Create, format and edit various files including Microsoft Office and pdf documents

  • Manage project related documentation

  • Opening and updating projects in ERP (Deltek)

  • Assist with technician schedule coordination (FMS)

  • Coordinate and deposit Client payments

  • Customization of employee resumes to highlight specific project skills

  • Handle internal and external project inquiries requiring investigation and follow-up

  • Preparation of binders, USB’s and labels for clients

  • Schedule and organize meetings, including facility arrangements, teleconferencing and Teams set up

  • Coordinating courier shipments of letters/documents

  • Assist to coordinate scheduling, receiving, maintenance and communication of tool-crib needs and utilization activities under the direction of the managers

  • Coordinate project travel arrangements (flights, hotel, car rental)

  • Assist in maintaining the technical library

General Office Administrative Support

  • Reception - answer, screen and transfer inbound calls to MIV/Magna departments

  • Handle incoming and outgoing mail

  • Assist all office staff with administrative duties

  • Assist with emergency call reception and coordination

  • Provide support for client specific requests and questions

  • Coordinate and liaise with landlord on basic building and facility requirements

  • Ensure security system is functional and utilized

  • Monthly credit card reconciliation

  • Track and log vehicle mileage and project costing

  • Purchasing and organizing office supplies

  • Purchasing and organizing technical standards

  • Work on special projects such as developing business processes, procedures, manuals

  • Independently perform new hires with department orientation, on-boarding and off-boarding

  • Assist HR with employee initiatives that require local co-ordination

  • Provide basic IT troubleshooting and support for the office

  • Provide back up support and vacation coverage to other regional offices

  • Event coordination

  • Perform HSE tasks (current evacuation plan is posted, fire extinguishers are in place, coordinate evacuation drills and safety audits as directed by the Safety Manager)

  • All other tasks within scope of what was previously identified in this role as needed

Accounting Support (back-up coverage only)

  • Create monthly invoices for client managers for projects

  • Review and process expense reports

  • A/R Collections

  • Review of Project WIP at month end

  • Enter invoices into client systems

Required Skills and Qualifications

  • 5 + years of administrative experience

  • Experience working in an Engineering, Field Services, or other professional environment would be a definite asset

  • Advanced computer experience in Microsoft Windows and Microsoft Office applications

  • Excellent accuracy and attention to detail mandatory

  • Strong writing and editing skills

  • Strong organizational skills to maintain project working directories and email correspondence

  • Strong problem-solving skills, and the ability to work with minimal supervision

  • Must be able to work in a dynamic work environment

  • Must be able to work at repetitive tasks

  • Must be able to deal with sensitive and confidential matters

  • Excellent time management skills

  • Personable and approachable individual with a positive approach to change

  • Professional team player with excellent communication skills: both written and verbal

  • Technical writing skills is an asset

  • Invoice creation experience an asset

  • A positive, “can-do” attitude and client focused approach

  • Must be able to work in the office Monday to Friday (40 hours per week)

We thank all interested applicants however, only qualified candidates will be contacted.

About us

Magna IV Engineering is a power & automation solutions provider, founded in 1982. We are specialists in Electrical Engineering, Automation Solutions, and Technical Field Services.

Our focus and robust team composition enables us to deliver superior client experiences across a host of industry segments. Some of our clients have been seeking our expertise since our inception.

 

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