Administrator Specialist (Operations)

Overview

About Us: Bartlett & West is an engineering, architecture, technology, and other professional services firm headquartered in Topeka, KS with 19 offices in seven states throughout the Midwest. As a completely employee-owned company, Bartlett & West has a “We Before Me” mentality. We prioritize service to our clients, communities, and each other. We’re less concerned about titles and more concerned about how each person can be supported to make the greatest impact.

 

Position Summary:

This position will manage multiple operations and support functions.  These could be location specific or companywide focused.  The person will also act as administrative support to others in the company. 

Responsibilities

Essential Functions and Responsibilities:

• Manages companywide vehicle fleet
  • Planning, leasing/replacement, registration renewals, maintenance, insurance/insurance claims, annual personal mileage calculation, recalls, etc.
  • Will work with the company Controller on a variety of elements for fleet management
• Bismarck Office Lease Support
  • Assist with management of office lease
  • Identify any facility issues and coordinate corrective actions
  • Manage common area maintenance activities
  • Point of contact for any subleases
    • Routine space review to identify any concerns
    • Coordinate monthly lease payments
    • Determine monthly utility cost allocation
• Manages off-site record retention and offsite warehouse storage for location
• Coordinates door access system and manages door schedules for location
• Acts as point of contact for location storage unit
• Administrator for Wufoo forms used for various reasons companywide
• Back up support for multiple functions (list isn’t all inclusive):
  • mail, UPS, FedEx (incoming and outgoing) at location
  • print requests, Life Events, catering requests
  • door coverage
  • Bismarck vehicle check out
• Coordinate a variety of functions for the location (for example):
  • Chamber Shadow week
  • Blood Drive
  • vaccine clinic
• Responsible for overseeing notary renewals (location or across the company?)
• May get involved with various employee engagement activities for the location and/or companywide. 
• Supports the Survey team in Bismarck and Jefferson City with the following:

• Simplifile account
• Bismarck

• UTV and Trailer State Registrations
• Vehicle/UTV/trailer A/Ps
• Survey A/Ps
• Drug testing documentation

• Jefferson City

• Storage unit
• JC survey - Admin assistance

• • Vendor applications
  • Misc. tasks
• Northern Tier Support/Admin:

• Fixed Assets - Capital Expenses
• Records & Information Management (RIM)

Qualifications

Knowledge, Skills and Abilities:

• Excellent communication skills (verbal and written)
• Excellent listening skills
• Results focused with strong attention to detail and accuracy
• Ability to interact with employee owners at all levels within the company
• Strong proficiency in MS Office Suite, including ability to produce and format complex charts, graphs and reports in MS Excel
• Ability to learn other software programs as needed (CRM, Vision, Vision Project Planning, Adobe, etc.)
• Exhibits initiative, responsibility, flexibility and leadership
• Team oriented and ability to get along with others
• Self-Motivated and ability to work independently with minimal direction
• Effective human relations skills to build consensus, resolve conflict and confront/address issues
• Ability to perform routine and complex assignments
• Embrace new technologies and processes
• Effective problem identification, analysis and resolution skills
• Highly developed organizational, multi-tasking and time management skills
• Possess unquestioned integrity, ethics, and the values appropriate for the company’s culture
• Ability to maintain confidential information

Experience

7+ years’ experience in office administration required. Proficiency in MS Office Suite required. Fleet management, supply procurement/management, facility management, and strongly preferred. 

 

Education

High school diploma or equivalent required. Associate or bachelor’s degree preferred.

 

Travel:

Limited travel beyond the geographic boundaries of the office location. S