OverviewKimley-Horn, one of Fortune Magazine’s “100 Best Companies to Work For,” has an exciting opportunity for an Office Coordinator to join our team in Riverside, CA! We are seeking an outgoing, proactive self-starter to provide administrative support to our growing office in Riverside.Ideally, you are looking to grow within a people-centric fast-growing company. You’re not afraid to take initiative because you can go with the flow. You get done what needs to be done and don’t wait for someone to tell you what to do next. Being a vital component to the success of the team really excites you!The Office Coordinator is someone who enjoys keeping things organized, loves people, and knows how to be flexible when things don’t go as planned. Your strength is keeping things organized and getting the job done. Some may call you a perfectionist; we just call you a detail-oriented rockstar!You are a resourceful go-getter comfortable wearing multiple hats, ready to roll up your sleeves and get to work, all the while generating positive vibes. You thrive in grey and love coming up with creative ideas and solutions. You should be thoughtful, a strong writer, possess almost obsessive attention to detail, and is the first to get in the mix when helping means the chance to learn more.Primarily you will focus on providing office management and administrative assistance.ResponsibilitiesOffice Management :Manage front desk reception area; greet visitors both face to face and on the phone.
Maintain general housekeeping for reception area, conference rooms and kitchen; perform floor walks to identify facility needs, i.e. light bulbs, leaks, etc.; coordinate various building maintenance activities with property management.
Manage Staples supply order to ensure office supplies are always stocked; submit special supply order requests as needed.
Manage calendar of shared office resources including conference rooms and fleet vehicles, booking time slots and handling scheduling conflicts as necessary.
Coordinate FOB access, parking and desk space for new hires and office visitors.
Manage incoming and outgoing mail/packages, including making labels, distributing mail, ordering/printing postage and mailing supplies as needed.
Facilitate annual office safety compliance review.
Partner with VP of Fun on all office-wide events.
Administrative Assistance :Order catering for internal and external meetings.
Receive and process invoices; support Practice in completing timely expense reports.
Assist with producing plans, contract documents, project manuals and reports (copying, printing and/or scanning documents) and requesting insurance certificates.
Regularly run local errands, i.e. dropping off documents.
Coordinate travel as requested.
Special projects as identified.
Production Support:Advanced formatting word documents
Developing spreadsheets with basic formulas
Creating meeting minutes
Organizing electronic files
Developing invoice progress reports
Scheduling meetings with multiple attendees
Assist with the development of Power point presentations
Project support work as needed by project managers
QualificationsRequirements:Available to work 8:00am – 5:00pm Monday - Thursday and 8:00 am – 5:00pm Friday; flexibility may be available if specific needs are addressed during interview process.
H.S. Diploma or equivalent with minimum 4 years related experience; Bachelor’s degree and 1-2 years administrative support strongly preferred.
Strong writing, editing and prooing skills.
Valid driver’s license; ability and willingness to run local errands regularly, i.e. dropping off documents.
Proficiency with MS Office including Word, Excel, PowerPoint, Outlook and Adobe Pro/Creative Cloud.
Additional Preferred Qualifications:Willingness to occasionally shift regular hours to accommodate special events.
Greet guests at public meetings, typically afterhours in the evening.
Kimley-Horn ambassador for industry events, client relations, etc.
Potential occasional travel to support office as needed.
Professional writing background a plus.
Related experience in an Engineering/Architectural consulting industry.
Applicants must be legally authorized to work for Kimley-Horn in the U.S. without employer sponsorship. We do not typically sponsor H1-B or any other work visa petitions.Share this job with a friend (https://careers-kimley-horn.icims.com/jobs/5996/office-coordinator-riverside%2c-ca/job?mode=apply&apply=yes&iniframe=1&hashed=-1834442239)Share on social mediaClick here to view our internships and entry-level positions.Create a profile (https://careers-kimley-horn.icims.com/connect?back=intro&iniframe=1&hashed=-625973265) to stay informed of future opportunities that may be of interest to you.Equal Opportunity Employer/Protected Veterans/Individuals with DisabilitiesID 2022-5996Location : Location US-CA-RiversideEducation High School Diploma/GEDEmployee Type RegularDiscipline/Focus Admin Support Production