Office Administrator

Code Red Consultants is currently seeking a proactive and highly organized Office Administrator to play a key role in our office operations and administration. This role ensures seamless daily functions while collaborating across teams to advance our mission to make the world a safer place through innovative code consulting, fire protection design, and fire & life safety inspections.

The ideal candidate thrives in a fast-paced, team-oriented environment, brings a "can-do" attitude, and excels in communication and organization. If you’re a self-starter who is passionate about collaboration and wants to contribute to a growing team, this role may be the perfect fit!

WHAT YOU WILL DO:

• Manage the company's main phone lines, reception duties, email correspondence, and mail operations, ensuring professional communication, efficient call routing, and accurate handling of the incoming and outgoing mail and packages
• Manage vendor relationships, maintain supply inventories, and support the day-to-day office environment
• Assist with marketing and communications efforts, including updating staff resumes, project lists, and preparing marketing and qualification documents
• Assist with posting and managing company news, speaking engagements, project updates, blog posts, and other content on LinkedIn and other social media platforms
• Assist with maintaining our MailChimp database for company mailing lists
• Coordinate the approval of American Institute of Architects (AIA) presentations, maintain existing presentations, and distribute certificates of completion to attendees
• Assistance with Certificate of Insurance (COI) compliance
• Format various document types, including presentations, demonstrating a critical eye for detail and brand adherence
• Assist in managing business registrations, professional credentialing, and maintaining related tracking systems to ensure regulatory and operational requirements are met
• Approach data management tasks with a sense of accountability, ensuring accuracy and attention to detail.
• Serve as a backup for business travel coordination, assisting with booking travel arrangements, managing itineraries, and ensuring travel logistics run smoothly
• Provide ad hoc administrative support to staff and assist with office events & initiatives as needed
  
  

WHAT YOU WILL NEED:

• Bachelor’s degree and 3 years of administrative experience or an associate’s degree and 8 years of administrative experience (AEC or professional services industry experience is a plus) or equivalent combination of education and related work experience
• A proven ability to stay organized, manage time effectively, and adapt to dynamic environments
• Comfortable learning and using software tools like Microsoft Office Suite and Bluebeam, with a willingness to master new systems as needed
• Exceptional communication and interpersonal skills and a natural ability to build relationships across diverse teams
• A team-oriented mindset and a curiosity to learn and grow alongside a passionate group of professionals
• Ability to multi-task; work well under pressure and effectively meet deadlines
• A proactive, adaptable approach to problem-solving.
  
  

ADDITIONAL INFORMATION:

• Work Environment: In-office
• Schedule: At least 40 hours, Monday – Friday. Normal company business hours are 8:00am – 5:00pm EST.
  
  

Code Red Consultants is an equal opportunity employer.

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