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Hours Full-time, Part-time
Location Fishers, IN
Fishers, Indiana

About this job

Senior Office Coordinator

Job Category: Administrative
Requisition Code: 2018-FIS-001
Location: Fishers, IN
FT / PT / Temp Full Time
Hours Per Week 40 hours

Summary:
Put your skills and expertise to work on challenging initiatives alongside accomplished colleagues from one of our 24 offices throughout the United States. Work in a supportive environment headed by a dynamic leadership team that encourages the entrepreneurial spirit. Now is the time to jumpstart your career with a rich pipeline of exciting projects that present long-term security and true career-growth potential.

We are looking for a Senior Office Coordinator who will be responsible for office administrative support by providing assistance on a variety of administrative tasks, functions, reports, presentations, events, and schedules. The primary focus is on providing a wide variety of office support and project support functions as outlined below. This position is located in our Fishers, IN Office. This position is expected to perform duties in a safe manner at all times and adhere to all Corporate Health and Safety policies and procedures.

GAI Offers:
Excellent salary and bonus potential
Excellent Paid Time Off allowance
ESOP – GAI is employee owned
401(k) match
Competitive health and dental insurance premiums

Join GAI and make your mark among a team of engineering, planning, and environmental consultants that provides innovative solutions to energy, transportation, development, government, and industrial clients worldwide. 60 years strong and 100-percent employee owned, GAI is the right place for talented and motivated individuals who seek to distinguish themselves in a company poised for unlimited growth.

Essential Duties and Responsibilities:
  • Provides front desk/receptionist duties including greeting and directing visitors, phone coverage, etc.
  • Coordinates with local facility management, interface with local vendors, and act as local liaison to Property Owner as directed by Office Leader and Director, Business Support.
  • Assists Group Managers, Department Managers, and Market Sector Managers with various administrative tasks.
  • Establishes, organizes, and maintains paper and electronic files per office, project, and GAI requirements.
  • Types, formats, and edits correspondence, transmittals, meeting minutes, memos, and other complex technical documents.
  • Provides advanced proofreading and peer review service for Technical and other Administrative staff.
  • Assists in the preparation of proposal packages, project deliverables, and technical documents, such as reports, studies, and specifications, and assembly and reproduction of such documents.
  • Packaging and transmission via US Mail, or all other third-party carriers, for package delivery.
  • Maintains databases and spreadsheets, including data entry.
  • Arranges/schedules online conferencing, video conferencing, and other types of project, office, or department meetings.
  • Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
  • Orders and maintains supplies and arranges for equipment maintenance.
  • Participates in training opportunities provided through department and/or company training sessions/events.
  • Works within GAI's Quality Management System, including as applicable, all Project Delivery System processes/procedures and Infrastructure processes/procedures.
  • Participates in training and mentoring of peers, as requested.
  • Assists project management staff with project file archiving activities including data entry, and coordination of third party record storage provider.
  • Local Vehicle Coordinator for company vehicle fleet and all responsibilities for that function.
  • Performs special projects and other tasks as assigned.
  • Travels to other GAI offices, as needed.

Qualifications
  • High School diploma or GED Equivalent required with minimum of fifteen years related experience (Associates Degree preferred) or Bachelor of Science/Bachelor of Arts Degree with five years of related experience.
  • Ability to multi-task with daily administrative functions.
  • Ability to apply common sense understanding to carry out detailed written or oral instruction.
  • Ability to work independently with little to no assistance/guidance of Supervisor to analyze and take action to resolve matters.
  • Advanced knowledge and skills using Microsoft Office Suite(including Outlook).
  • Advanced knowledge and skills using Adobe Acrobat Professional.
  • Intermediate/advanced knowledge and skills using Newforma.
  • Ability to quickly learn company-specific programs.
  • Demonstrated leadership skills.

Physical Demands and/or Other Job Information (if applicable):
The work environment and