Project Office Manager

Join us at the intersection of

INGENUITY & INCLUSION

About The Role

Infrastructure Engineering Inc. (IEI) is a leading engineering firm known for quality and responsiveness and a proven track record of success as a Prime civil engineering firm looking for a Project Office Manager (POM) to join our Red Line Extension (RLE) Project Team! The POM will provide overall management and coordination of the Project Office management and maintenance, which include the access to jobsite control, meet and greet office visitors, answer phones, the coordination of all janitorial duties; including the maintenance and repair activities; as well as the management of office supplies, and coordination of printer/internet/IT support for the equipment provided at the Project Office. This role will also manage the duties of the Project Office Custodian.

The ideal candidate is a self-starter, flexible to change and able to adjust in a fast-paced environment. You will impress us with your exceptional organizational skills, strong attention to detail, and excellent follow-through skills. Join us on this exciting journey as we continue to build a company based on Integrity, Excellence, and Ingenuity!

Essential Duties/Functions and Responsibilities:

Includes, but not limited to the following:

• Answering or transferring phone calls, documenting messages for select staff members, and scheduling and confirming appointments
• Coordinating and arranging staff meetings, ordering catering services, scheduling and confirming conference rooms and preventing conflicts utilizing Outlook Calendar and MS Teams
• Exhibits polite and professional communication to enquiries via telephone, e-mail, face-to-face and mail
• Monitor operation of equipment, assist with clearing operational malfunction, and assist with completing preventive maintenance requirements
• Coordinate the repairs and work-orders of the Project Office Custodian
• Using a tracking system, assist with maintaining supplies by tracking inventory, checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of orders/supplies; restock and replenish common areas
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Other duties as assigned
  
  

Education and/or Experience:

• Ideal candidate will have a bachelor’s degree in a related field desired; 5 years of experience in managing or supporting a project office environment (as a project coordinator, executive assistant, administrator, or support staff)
• May consider a High School Diploma/GED and 9 plus years of equivalent progressive administrative experience
• Prior experience preparing presentation and public speaking
• Must have familiarity working with and troubleshooting printers/internet/IT and coordinating support for equipment/supplies
• Previous experience as an Office Manager, Construction Jobsite Receptionist, or Community Outreach Administrator within a Consulting, Engineering, Construction, AEC environment a plus
• Experience taking and producing detailed minutes from various types of meeting environments required
• Experience with Deltek VantagePoint or similar CRM/ERP Systems a plus
  
  

Knowledge and Skills:

• Demonstrates effective interpersonal skills, maintains a professional demeanor and ability to work with diverse staff across multiple departments; and successfully communicate with all levels of employees
• Oversee the procurement process, including monitoring inventory, ordering supplies, tracking purchase orders status and monitoring expenditures
• Progressive experience in making sound decisions and exercising good judgment around administrative and operational matters that impact the business
• Must be an effective verbal and written communicator, able to communicate in grammatically correct sentences to convey information with detail and accuracy while effectively utilizing active listening skills
• Proven ability to communicate effectively and professionally with various levels of employees and/or stakeholders utilizing strong interpersonal skills
• Good public speaking skills and comfortable addressing groups of people by displaying appropriate interpersonal skills; setting personal boundaries; as well as recognizing business relationships and following the chain of commands
• Intermediate to advanced knowledge and skills in MS Office Suite (e.g., Word, PowerPoint, Excel, especially Outlook and Teams) and other software and/or platforms (CRM, ERP or SharePoint); and the ability to create and work with spreadsheets and process technical information within MS Excel required
• Must be able to accurately type 60wpm minimum
• Must demonstrate great attention to details, time management and proven organizational skills
• Must be able to take directions, follow instructions complete tasks, and meet deadlines
• Must be reliable, flexible, and demonstrate the ability to maintain and process sensitive and/or confidential information appropriately
• Must have the ability to occasionally work evenings, weekends, and open to local travel
  
  

Benefits And Perks

• Highly competitive salary; and Bonus opportunities
• Flexible Work Schedule
• Medical, Dental, and Vision Benefits
• Personal Paid Leave (Paid Time-Off)
• Paid Holidays
• Life Insurance
• Short and Long-term Disability Program
• 401K Program with Employer Match
• Profit Sharing
• Employee Assistance Program
• Employee Referral Program
• Employee Appreciation Program
• IEI University
• An opportunity to learn and grow - Professional Development Program
• Opportunity to share ideas and express your point of view
• You are welcome to be your authentic self
• Philanthropic Outreach and Volunteer Opportunities
  
  

Physical Demands

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is frequently required to sit for long periods of time and talk and hear. The employee is frequently required to stand and walk; and use hands to fingers. This job includes close vision, distance vision, color vision and the ability to adjust and focus including looking at computer screens, office equipment, and handheld technological devices such as cellular phones, tablets, etc., and typing on keyboards and repetitive hand and arm movements. While performing these duties the employee may occasionally handle, or feel objects, tools, or controls; reach with hands and arms; and grasp using hands and fingers for small objects; bend at the waist and/or stoop or kneel. The employee may lift and/or move up to 20 pounds and occasionally lift and/or move up to 50 pounds.

Working Conditions

• Usually work in an office setting 24-40 hours per week in a cubicle and/or open office space
• Usually work a standard 40-hour work week
• Sometimes required to work extra hours, including weekends, to attend IEI related events and meetings and keep up with unexpected situations impacting the wellbeing of the Firm and/or operations of the Administrative Department
• May travel to locally for meetings, conferences, training, etc. as well as to other IEI Markets as requested
  
  

Work Environment

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the office work environment is usually minimum to moderate.

IEI is an Equal Opportunity Employer and is committed to the principles of equal opportunity for all employees and applicants for employment.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.