Office Administrative Manager

• Serve as the first point of contact for office matters, including overall work environment, space planning, event planning, conference room management, guest appointments, and office comfort (HVAC, emergencies, etc.)
• Ensure the office reflects the professionalism, tone, and values of HDR
• Maintain and drive a professional, welcoming, inclusive, safe, comfortable, and organized office environment
• Supervise a full-time receptionist and ensure their job responsibilities are met by managing performance and providing coverage in their absence. Receptionist responsibilities include but are not limited to; greeting guests, covering the front desk, accepting packages and food deliveries, answering phones, ensuring conference rooms and break rooms are tidy, signing in all guests per HDR and US Government security requirements, managing timecards and other duties as assigned
• Identify office-related problems and develop solutions
• Oversee the procurement of office and break room supplies; coordinate with vendors for purchasing needs and may delegate to receptionist
• Oversee ordering of food and materials for meetings and coordinate with caterers
• Coordinate facility services, work orders, security, vendor communication, parking and office access control
• Serve as the point of contact for visiting employees by providing directions, area recommendations, visitor badges, office tours, and assigning workstations for the day
• Coordinate and manage all aspects of office relocation logistics, including workstation assignments, vendor communications and agreements, and final move closeout, in partnership with supervisor and leadership from several HDR organizations
• Coordinate with other Colorado Office Managers (e.g., Denver, Colorado Springs, Ft. Collins, etc.) to maintain a consistent approach to our office work environments and services throughout the region
• Partner with the office Sustainability Steward to ensure we are implementing and maintaining sustainable practices - such as reducing waste, conserving energy, and supporting environmentally responsible purchasing across daily office operations
• Make cost-effective, ethical purchasing decisions that reflect shared ownership values and protect collective interests of employee-owners
• Manage office Purchase Card which includes making in policy purchases within allotted amounts as outlined by our Finance and Accounting team, obtain proper approvals, and work with staff on eligible purchases such as conference registration
• Assist leadership with administration, executive support, and preparation of special reports
• Provide assistance with special projects
• Perform other duties as assigned

Human Resources Support

• Maintain confidentiality while handling personnel matters and decision-making within scope of role
• Provide support to human resources and collect new hire paperwork, conduct orientation and manage logistics involving new hire onboarding
• Partner with supervisors to identify new hire workstations and prepare workstation for employee’s first day
• Assist with timecard administration as needed
• Perform other duties as assigned

Event, Meeting and Communication Coordination

• Plan, execute and support office events and meetings, including room setup, catering, technology needs, and day-of support
• Manage event schedules, materials, and post-event follow-ups for continuous improvement
• Manage and drive office engagement by supporting and attending employee engagement committees and internal staff events to include safety, Sustainability Stewards Program, social, wellness, employee recognition, etc.
• Manage internal communications, including SharePoint site content

• Perform other duties as assigned

   

Preferred Qualifications

• Associates degree
• Previous professional experience in the Engineering, Architecture, or Construction industry as an office administrator/manager
• Comfortable handling confidential information
• Experience developing internal processes