Office Administrator

What We're Looking For: Barge Design Solutions, Inc. is seeking a detail-oriented Office Administrator to join our Administration team. This role is essential to maintaining smooth daily operations across our office, providing comprehensive administrative support and facilities coordination that enables our engineering teams to focus on delivering exceptional client service. We're looking for a reliable, proactive professional who thrives in a dynamic environment and takes pride in creating an organized, welcoming workplace. This position offers the opportunity to wear many hats while supporting various departments and contributing to the overall efficiency and professional atmosphere of our offices. Fleet & Vehicle Management: Maintain company vehicle fleet through regular washing, fueling, and routine maintenance coordination to ensure safe, reliable transportation for staff Conduct comprehensive pool car inspections and maintain detailed mileage tracking reports and spreadsheets for fleet management Coordinate vehicle maintenance schedules and communicate with service providers to minimize downtime and ensure optimal fleet performance Administrative Support & Communications: Process and distribute incoming mail and coordinate FedEx shipments to ensure timely delivery of project communications and materials. Assist with business travel arrangements, including hotel accommodations and rental car reservations, to support cost-effective and efficient travel coordination. Maintain a clean, organized, and welcoming office environment through daily facilities support, including refrigerator water service, coffee bar stocking, and plant care. Operate and maintain office equipment and shared spaces, including daily dishwasher operations and monitoring and replenishing copier supplies. Coordinate maintenance requests and collaborate with facilities vendors to ensure timely resolution of building and equipment issues. Organize and maintain storage areas and office supplies to ensure efficient inventory management and accessibility. Assist with the issuance, management, and deactivation of employee security access cards for new hires and departing employees. Provide support with office-related errands and deliveries as needed. Assist IT with workstation setup and preparation for new employees to support a smooth onboarding experience. Assist with document archiving and records organization to ensure accurate, accessible, and efficient document management. Facilities & Office Management: Maintain optimal office environment through daily facilities management including water service for refrigerators, coffee bar stocking, and plant care Operate and maintain office equipment including daily dishwasher operations and copy machine supply management Coordinate maintenance requests and work with facilities vendors to ensure prompt resolution of building and equipment issues Manage storage areas and organize supplies to maintain efficient, accessible inventory systems Vendor & Contract Administration: Track and enter subconsultant certificates of insurance (COI) into BST system, ensuring compliance with company requirements and project standards Coordinate supply orders and Amazon purchases to maintain adequate office supplies and equipment Process vendor invoices and maintain organized filing systems for administrative efficiency Accounting Support: Supports Account Receivable by processing the daily bank deposit Education & Experience Qualifications: Education & Skills High school diploma or GED required; some college coursework preferred 2-3 years of office administration or administrative support experience required Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and general office equipment Experience with database entry and record-keeping systems Basic understanding of fleet management and maintenance tracking Familiarity with office supply and vendor management Core Competencies Multi-Task Management & Prioritization - Ef…

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