Office Administrator

Roles and responsibilities

Parsons is seeking a highly organized and proactive Office Administrator to support the daily operations of a major infrastructure buildings project. The Office Administrator will play a vital role in ensuring efficient office management, coordinating administrative activities, and providing support to project leadership and teams. This position requires strong multitasking abilities, attention to detail, and excellent communication skills to manage a fast-paced, dynamic work environment effectively.

What You'll Be Doing

• Oversee the day-to-day operations of the project office, ensuring a smooth and efficient working environment.
• Manage office supplies inventory, procurement, and vendor relationships to ensure uninterrupted operations.
• Coordinate maintenance and servicing of office equipment and facilities.
• Provide administrative support to project leadership, including scheduling meetings, preparing correspondence, and managing calendars.
• Draft, review, and distribute documents such as reports, memos, and presentations.
• Organize and maintain physical and electronic files in compliance with document control policies.
• Act as the point of contact for internal and external communications, ensuring timely and accurate responses.
• Liaise with clients, contractors, and project stakeholders to facilitate effective communication.
• Coordinate logistics for meetings, workshops, and events, including booking venues and arranging catering as required.
• Assist with onboarding new team members by preparing workstations, IT equipment, and access credentials.
• Maintain records of employee attendance, leave requests, and other administrative details.
• Support staff welfare initiatives, ensuring a positive and inclusive workplace environment.
• Organize travel arrangements for project staff, including flights, accommodation, and transportation.
• Manage expense reports and reimbursements in accordance with company policies.
• Ensure adherence to company policies and procedures in all administrative activities.
• Prepare and submit regular reports on office operations, expenses, and other relevant metrics.
• Support audits and compliance reviews by maintaining accurate records and documentation.

Desired candidate profile

Diploma or bachelor's degree in Business Administration, Management, or a related field (preferred).
Minimum of 5 years of experience in office administration, preferably in the construction, engineering, or infrastructure sectors.
Experience in a large, multidisciplinary project environment is an advantage.
Strong organizational and multitasking skills, with the ability to manage competing priorities effectively.
Proficiency in office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent written and verbal communication skills.
Ability to work independently and as part of a team in a fast-paced environment.
Attention to detail and a commitment to maintaining confidentiality and professionalism.
Ensure adherence to company policies and procedures in all administrative activities.
Prepare and submit regular reports on office operations, expenses, and other relevant metrics.
Support audits and compliance reviews by maintaining accurate records and documentation.