Corporate Office Administrator

Corporate Office Administrator

Location: Greenville, South Carolina

Reports to: Director of Operations

Status: Full-Time

Overview of Bunnell-Lammons Engineering, Inc.

At Bunnell-Lammons Engineering (BLE), our core principles shape everything we do. We put people first, prioritizing our clients, employees, and community in every decision. We believe trust is earned through honesty, dependability, and delivering on our promises. Clear, timely communication keeps our clients and partners informed, while a commitment to excellence drives us to produce work that consistently sets the standard in our industry. Most importantly, we honor every commitment we make and believe that no challenge is too complex when the right people work together. These values define who we are, how we operate, and the kind of team we continue to build.

Notice to applicants:

Background checks are carried out as part of any conditional offer made, including (but not limited to & role dependent) education, professional registration, employment, references and global watchlist screening.

To be a considered applicant:

Applicants must be authorized to work in the United States without sponsorship and able to interview on site where the position is located.

Position Overview

The Corporate Office Administrator serves as the primary front-office representative for BLE's Greenville corporate office while providing administrative support for company-wide fleet, facilities, office operations, and corporate initiatives.

This position combines traditional front-office responsibilities with administrative ownership of several recurring operational processes and systems. The Corporate Office Administrator will serve as an administrative point of contact for fleet and facilities activities, maintain accurate information across multiple company systems, coordinate with internal and external stakeholders, and help ensure administrative needs are addressed in a timely and organized manner.

The successful candidate will be highly organized, detail-oriented, technologically proficient, responsive, and capable of managing multiple priorities with limited supervision. This position requires someone who is comfortable taking ownership of assigned processes, following issues through completion, maintaining confidential information, and identifying opportunities to improve administrative processes.

Minimum Job Requirements

• High school diploma or General Education (GED) equivalent required.
• Strong verbal and written communication skills with the ability to communicate professionally with employees, company leadership, clients, visitors, landlords, vendors, and other outside parties.
• Strong organizational and time-management skills with the ability to prioritize multiple responsibilities and follow outstanding items through completion.
• Proficiency in Microsoft Excel and Word is required.
• Proficiency working with PDF documents and software, including creating, editing, combining, organizing, and redacting documents.
• Proficiency with Microsoft Outlook, Teams, and other standard Microsoft 365 applications.
• Ability and willingness to learn and effectively use company systems such as SharePoint, Geotab, Enterprise Fleet Management, and other administrative platforms.
• Ability to work independently, exercise good judgment, maintain confidentiality, and appropriately escalate issues requiring management involvement.
• Previous administrative, office management, or similar experience preferred.

Primary Responsibilities

Front Desk & Corporate Office Administration

• Serve as the primary front-desk representative for BLE's Greenville corporate office.
• Greet and assist clients, visitors, vendors, and other guests, ensuring a professional and welcoming experience.
• Answer, screen, and route calls received through the main corporate office phone systemin coordination with additional receptionists and fill in as backup when needed.
• Take and distribute messages as appropriate and assist callers in reaching the appropriate BLE employee or department.
• Receive and distribute incoming mail and route it to the appropriate individuals. Maintain a check log for the finance and accounting group.
• Receive, sign for, and distribute packages and courier deliveries and notify recipients as appropriate.
• Prepare, meter, and process outgoing mail.
• Coordinate FedEx and other outgoing shipments as requested and provide tracking information to internal staff.
• Maintain recurring administrative calendars and track outstanding administrative items through completion.

Meeting & Conference Room Support

• Maintain the Greenville corporate conference room and other designated meeting spaces in a clean, organized, and meeting-ready condition.
• Ensure meeting rooms are stocked with appropriate supplies and prepared for upcoming meetings.
• Coordinate and order food, refreshments, and related services for company meetings, trainings, and events as requested.
• Maintain information on preferred catering and meeting-support vendors.
• Assist with meeting setup, materials, and other logistical needs when requested.

Office & Common Area Upkeep

• Monitor and maintain cleanliness and organization of common areas, including the lobby, breakroom, conference rooms, and copy room.
• Water office plants on a regular schedule.
• Refill and organize breakroom supplies, including coffee, tea, creamers, sugar, plates, utensils, cups, and other commonly used items.
• Wipe down tables, counters, and sinks and perform other routine common-area upkeep.
• Empty and clean the coffee pot at the end of the day as appropriate.
• Monitor office and breakroom supply inventories and reorder items as needed.
• Coordinate periodic refrigerator cleanouts and communicate schedules to employees.
• Monitor common office equipment, including copiers, to ensure supplies are stocked and equipment is functioning properly.
• Coordinate service or repairs for office equipment when needed.

Fleet Administration

• Provide administrative support for BLE's company-wide fleet management program.
• Expedite and coordinate new vehicle purchases and existing vehicle sales with Enterprise Fleet Management and appropriate BLE personnel.
• Perform regular reviews of information contained within the Enterprise Fleet Management system to identify inaccurate or incomplete data and coordinate necessary corrections.
• Maintain the Fleet Management SharePoint page and ensure information is accurate, current, and well organized.
• Prepare and distribute monthly oil-change and vehicle-recall reports to Fleet Managers.
• Download monthly driver-scorecard data, format the information into BLE's standard company scorecard format, and distribute the completed report to Fleet Managers for follow-up with their teams.
• Maintain organized fleet administrative records and assist with other recurring fleet reporting and administrative activities as assigned.

Geotab Administration

• Provide routine administration and maintenance of BLE's Geotab fleet-management system.
• Work with Fleet Managers to ensure drivers are properly assigned to company vehicles.
• Verify that new and existing vehicles are successfully connected and reporting through Geotab.
• Identify vehicles that are not properly communicating with Geotab and coordinate resolution with Fleet Managers, vendors, Enterprise, or other appropriate parties.
• Maintain accurate vehicle, driver, and user information within Geotab.
• Perform periodic audits for missing driver assignments, inactive vehicles, duplicate records, and other data-quality issues.
• Coordinate Geotab device installations, replacements, or troubleshooting as needed.
• Maintain appropriate user access and permissions.
• Assist with routine Geotab reporting.
• Work with the Finance group to ensure Geotab-related expenses are assigned to the appropriate BLE department.

Facilities Administration

• Serve as the administrative point of contact for BLE's centralized facilities repair and maintenance request process.
• Monitor and review incoming facilities and maintenance requests from BLE offices.
• Triage requests based on urgency, business impact, and required response.
• Determine whether requested repairs or improvements are generally the responsibility of the landlord or BLE and coordinate with the appropriate parties.
• Communicate with landlords, property managers, vendors, Branch Managers, and BLE leadership regarding repairs and maintenance needs.
• Obtain appropriate approvals before proceeding with BLE-funded work.
• Coordinate approved repairs and maintenance activities with appropriate vendors or landlords.
• Track open facilities requests through completion and maintain accurate status information.
• Keep requesters and appropriate management personnel informed regarding status, delays, and completion.
• Escalate urgent, high-cost, safety-related, or otherwise significant facilities issues to the Director of Operations.

Space & Seating Administration

• Conduct monthly check-ins with Branch Managers or Branch Administrators regarding office occupancy and seating availability.
• Maintain current seating charts for BLE offices.
• Track available offices, workstations, and cubicles across locations.
• Maintain accurate information regarding current and anticipated office-space capacity.
• Assist with maintaining information necessary to support BLE's longer-term office and facilities planning.

Administrative Controls

• Coordinate with appropriate personnel when access needs to be added, changed, or removed.
• Maintain written procedures and documentation for recurring responsibilities assigned to the position.
• Help ensure administrative processes can be consistently performed and transferred to another employee when necessary.

General Administrative Support

• Provide general administrative support to Corporate Staff
• Assist with corporate projects and administrative initiatives as assigned.
• Maintain confidentiality when working with company, employee, financial, operational, or other sensitive information.
• Manage competing priorities and appropriately distinguish between urgent, important, and routine requests.
• Maintain effective follow-up systems so assigned tasks and requests do not remain unresolved.
• Identify opportunities to simplify, standardize, or improve recurring administrative processes and bring recommendations to the Director of Operations.
• Perform other duties and responsibilities as assigned.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to move throughout the office regularly to support front-desk, conference-room, breakroom, mail, and other administrative responsibilities.
• Must be able to occasionally lift up to 15 pounds at a time.

Preferred Qualifications

• Previous experience as a Mid- Sized office Receptionist/Administrator within a engineering and/or construction company.
• Previous experience managing a medium to large multi-line phone system.

This job description is intended to provide a general overview of the position and is not a comprehensive list of duties, functions, or procedures that may be required. The organization reserves the right to modify this description and may, from time to time, reassign employees to alternate positions based on business needs. Such changes may occur without prior notice and are aimed at ensuring operational efficiency.

Benefits

• Medical/Vision/Dental
• 401(K) with partial company matching.
• Life Insurance
• Short/long term disability
• Paid vacation
• Paid sick leave.
• Eight (8) paid holidays.