HBK Engineering is searching for an Office Coordinator. Our firm offers a professional work environment, project team approach, excellent benefits, competitive salary and growth potential.

Description:

General Office/Administrative Duties

• Support a friendly and efficient guest experience as the main representative at the front reception desk.
• Answer the main office phone line and direct calls to employees and other offices as needed.
• Coordinate office activities and facilities, including the reception area, incoming and outgoing mail.
• Coordinate with the Facilities’ team on material purchasing requests.
• Coordinate and supervise maintenance and alteration of office areas and equipment.
• Coordinate with the Facilities team on purchases of office supplies, office furniture, office equipment and other office needs for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Perform facilities day-to-day operations.
• Make periodic visits to other East Coast offices including Philadelphia, Baltimore, and Rhode Island using company supplied vehicle
• Print, collate and deliver project documents to Client locations
• Track and administer office wide employee programs (examples: Gift Card Tracking, etc.).
• Coordinate client meetings and internal meetings (greeting, ordering lunch, etc.).
• Coordinate first day for new hires including training setup, IT asset distribution, facilities orientation
• Assist with monthly company reporting utilizing Client provided systems
• Assist with onboarding new hires with Clients
• Schedule and book travel arrangements for office personnel.
• Manage company vehicles for multiple office locations; schedule regular maintenance, update vehicle records, coordinate repairs and rental vehicles, etc.
• Monitor office expenses and review accounts payable and vendor statements.
• Assist with organizing company sponsored events.
• Participate as needed in special department projects.
• Perform other general clerical/administrative support duties as needed.

Finance & Accounting Administrator

• Assist with preparation of outgoing invoices.
• Assist with accounts receivables activities.
• Participate as part of a team with upcoming implementation of new accounting software.

Qualifications:

• High school diploma or GED equivalent and 4+ years of experience.

Essential skills and experiences:

• Proficient in Microsoft Office Suite.
• Ability to maintain a high level of accuracy and pay close attention to detail.
• Be proactive and have the ability to work independently.
• Excellent oral and communication skills.
• Extremely strong organizational skills.
• Personable and enjoys frequently interacting with people.

Valued but not required skills and experiences:

• Bachelor’s Degree or an Associate’s degree with a minimum of 2 years of experience.
• Customer service experience.
• Familiarity with Deltek Vision (or similar ERP).

edquUv