Administrative Coordinator 2

Position Overview

We are currently looking for a proactive Office Manager to support our growing team and associated District Office location in Costa Mesa, CA. The successful candidate will provide exceptional office administration support to a fast-paced construction/engineering group in Southern California. 

Office administration support duties may include: new hire onboarding, maintaining office systems, supplies, assisting with payroll distribution, document management, office clerical/support services, printing, mail distribution, greeting visitors, answering phones along with other assigned tasks.

District Overview

Kiewit’s Southern California District is one of Kiewit’s leading infrastructure districts specializing in heavy civil projects that include earth moving, water/wastewater, transportation, roadways, and power projects. Most of our work is concentrated in the Southern California region.

Location

This position will be based out of our Southern California District Office in Costa Mesa, CA. 

Responsibilities

•    Manage the front desk/reception operations, acting as the first point of contact for guests, employees, candidates, and vendors
•    Payroll and Timecards verification 
•    Coordinate new hire onboarding with HR/Business team (recruiting, onboarding, responding to employees’ inquiries, attendance tracking, time off requests processing).
•    Sorting and Distribution of incoming mail
•    Keep the office clean, stocked, and organized throughout kitchen, conference rooms, stock and storage rooms/closest, and communal areas
•    Oversee and order office supplies, anticipating requirements, stocking supply stations, and making sure equipment is in working order
•    Manage all information regarding the office, between the building management and the staff.
•    Coordinate schedules, travel arrangements and expenses.
•    Greet visitors, organize and arrange meetings, schedule conference rooms and set up catered meals
•    Coordinate and arrange travel; prepare travel packets (itineraries, maps/directions and meeting notes).
•    Assist with presentation preparation.
•    Prepare outgoing mail and correspondence, including e-mails and faxes.
•    Support the coordination for conferences and events (secure meeting location, hotel contracts, arrange for catering, and purchase prizes).
•    Handle sensitive and confidential information with discretion

Qualifications

•    Proficient in Microsoft Office products including Word, Excel, PowerPoint, Visio and SharePoint.
•    Familiar with Adobe products including Acrobat and InDesign is preferred.
•    High school diploma and at least 3+ years applicable executive-level support experience, preferably in one of the following fields: engineering, construction or oil/gas/chemicals.
•    Strong time-management skills and multitasking ability
•    Must be a positive, proactive, strong team participant with the ability to maintain strict confidentiality.
•    Experience planning meetings in a fast-paced environment.
•    Can independently execute their work with minimal oversight and proactively assess personnel and office needs as they arise.