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Burns & McDonnell · 1 day ago

Office Administrator - Chicago

Downers Grove, IL

Full-time

Onsite

Senior Level, Lead/Staff

$90K/yr - $190K/yr

14+ years exp

Burns & McDonnell is responsible for managing overall facility operations and auxiliary office locations. The Office Administrator will oversee office support personnel, manage office safety, and handle budgeting and procurement processes to ensure organizational effectiveness.

ArchitectureConstructionConsultingHuman Resources

Growth Opportunities

H1B Sponsor Likely

Responsibilities

Responsible for facilities management in coordination with building management, accountable for maintaining safe and secure office space, and liaison with property and company security departments to ensure safe working and parking conditions. Administer, review and enforce the building lease. Approve building maintenance activities. Respond to emergencies involving HVAC equipment, fires and natural disasters. Manage office access security program (badging and keys)

Evaluates office production and processes, improve efficiency and cost reductions. Analyze reports, budgets and accounts to identify over-spending and misallocated charges. Reconciles internal expenditures properly. Participates and provides solutions to minimize costs

Reviews clerical work products for accuracy and timeliness. Responsible for the periodic review of work products and providing performance feedback

Manages office equipment service contracts and contract administration. Responsible for office contracts that involve service, replacement and related supplies of office equipment

Inventory management of office equipment and supplies

Maintain office supply inventory and equipment. Manage the process to authorize the purchase of office furniture and supplies. Provides cost solutions. Negotiation of procurement of office furniture and supplies

Ensures completion of mandatory driving training

Administers fleet vehicle program for employee qualifications and business necessity. Monitor fleet assignments and documentation, trip ticket reconciliation. Administers maintenance and repair of vehicles

Responsible for reconciliation and monitoring of the company fueling program

Prepares activities reports for management

Tracking budgets, documenting and preparing results compiling such data

Responsible for office orientation reviews benefits forms, completes I-9’s following federal government guidelines, supports hiring and termination process, communicates employee benefits, maintains confidentiality of information, coordinates and administers new employee orientation and other HR support functions, manages and coordinates required training programs for office personnel in conjunction with the corporate training department

Accurately completing complex accounting functions involving internal MIS reports, internal BIZ projection and costing reports, invoices, billing and accounts payable checks. Oversee office petty cash and banking

Manages weekly chargeability and sales projection reporting function. Manages monthly financial reporting function involving analyzing variances from forecast to actual expenditures. Review monthly statements for accuracy, exception reports, and accounts receivable reports

Explain fluctuations; provide summary reports on overhead costs

Recruitment, development, training and retention of staff

Responsible for conducting performance evaluations for department staff

Provide leadership, guidance, and instruction to the department

Responsible for interpreting policies, purposes and goals of the organization to staff

Responsible for collaborating with business development managers, business line leads, project managers, and proposal production staff on proposals to secure work for the team

Responsible for overall QA/QC process adherence

Ensure compliance with company and site safety policies

Responsible for maintaining compliance with equal employment opportunity initiatives

Performs other duties as assigned

Complies with all policies and standards

Qualification

Facilities managementBudget trackingHuman resources supportMicrosoft Office SuiteAccounting functionsNegotiation skillsOrganizational skillsCommunication skillsProblem-solving skillsLeadership skills

Required

Bachelor's degree in business, accounting or related degree and 14 years of related experience required

Associate degree and 16 years of related experience required

The position requires maintaining the highest level of discretion and confidentiality

Ability to work independently; demonstrating accuracy, reliability, and problem-solving skills

Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint is required

Excellent organizational skills, attention to detail, communication skills and ability to handle multiple tasks

Demonstrated ability to communicate professionally and effectively with all levels within and outside of the organization (i.e., clients, vendors, business partners, community leaders)

Benefits

Employee Stock Ownership Plan (ESOP)

401(k) retirement program

Company

Burns & McDonnell

Glassdoor4.2

Burns & McDonnell is an engineering design firm and it provides engineering, architecture, construction, and consulting services.

Founded in 1898

Kansas City, Missouri, USA

10001+ employees

http://www.burnsmcd.com

H1B Sponsorship

Burns & McDonnell has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (96)

2024 (105)

2023 (105)

2022 (118)

2021 (62)

2020 (49)