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 - Effectively manage diverse responsibilities and competing priorities while maintaining attention to detail and quality standards
- Professional Communication & Customer Service - Demonstrate excellent phone etiquette and interpersonal skills when interacting with staff, clients, and vendorsOrganizational Excellence & Attention to Detail - Maintain accurate records, organized filing systems, and efficient workflows across multiple administrative functions
- Problem-Solving & Initiative - Proactively identify and resolve operational issues while taking ownership of assigned responsibilities
- Reliability & Dependability - Consistently meet deadlines and maintain regular attendance while supporting critical daily operations
- Adaptability & Flexibility - Adjust to changing priorities and take on additional responsibilities as business needs evolve
Preferred Qualifications:
- Experience in professional services or engineering firm environment
- Knowledge of facilities management and maintenance coordination
- Experience with travel booking systems and event planning
- Basic understanding of insurance and contract administration
Why join us?
Barge Design Solutions, Inc., is an engineering and architecture firm with diverse in-house multidisciplinary practice areas. The employee-owned company is more than 650+ people strong and serves clients nationwide from multiple U.S. locations. Barge is ranked on Engineering News-Record (ENR)’s Top 500 Design Firms and Architectural Record’s Top 300 Architecture Firms and is a certified Great Place To Work®. Our primary purpose for being in business is ultimately to create a better life by unleashing the potential of our people, clients and communities. This purpose is supported by our company’s core values because at the end of the day, Barge CARES:
- Collaborate – Help and expect help. Teamwork is essential in what we do.
- Authentic – Honesty, integrity and trust are at the heart of everything we do. We are who we say we are.
- Responsible – We are accountable for our work, our attitude, and our actions. We make Barge better.
- Excellence – We go all in and expect more of ourselves than others expect of us.
- Service – We are humble. We use our gifts in service of others.
We believe that if we are living out our purpose for being in business and integrating our values into everything we do, we will ultimately achieve our vision to be the firm best known for being selected when it matters most. Equal Opportunity Employer All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status or on the basis of disability. Equal Opportunity Employer/Veterans/Disabled Agency Submissions No unsolicited agency submissions. Barge Design Solutions does not accept unsolicited resumes from recruiters or staffing agencies. Any unsolicited resume becomes the property of Barge Design Solutions, and no fee will be paid for resulting hires. Only agencies with a signed agreement are authorized to submit candidates.
