We are a global team of dedicated and experienced architects, engineers, planners, designers and technology professionals who share a common desire – to help our clients create livable, sustainable, and advanced urban environments.

IBI Group is now proudly a part of Arcadis. Together, we are committed to improving the quality of life for our clients, people, partners and the communities we all serve.

Our downtown Seattle office is searching for a Lead Office Administrator to join our growing team. A vital part of Arcadis IBI Group’s success is the dedication of our support teams. Each staff member has an important role in our company-wide accomplishments; everyone contributes to a common goal. Our diverse, energetic staff prides themselves on helping their teams run smoothly.

We are searching for someone who will act as a key member of the team working directly with staff at all levels, including providing direct support to our US Intelligence Sector senior management and executive team, ensuring a smoothly running office at the downtown Seattle location, and lead efforts to create an engaged Seattle office community. You’ll take the lead, in collaboration with the office leadership team, to build and maintain a welcoming work environment and company culture as well as perform a variety of administrative and management support duties that support the operations of a professional architecture and engineering consulting services office.

Most of the things you'll work on:

• Run the Seattle office on a day-to-day basis and provide general support to the office management team
• Manage other support staff team members, including administrative and other functional support staff leading and coordinating all Seattle office administrative initiatives and US Intelligence business development support initiatives
• Be the point of contact for general office queries
• Be the initial point of contact for staff related issues and provide direction toward supportive resources as necessary
• Directly assist our US Intelligence senior management team with things like office and business sector budgeting and budget tracking, informational presentations development, and acting as point-of-contact for colleagues on work you are supporting
• Coordinate local HR activities such as onboarding and offboarding employees
• Support West Coast US Intelligence invoicing and contract management processes working directly with project managers
• Lead Seattle All Staff, office administration, and office management team meetings
• Lead staff engagement and community-building efforts, including organizing social and volunteer events
• Work collaboratively with corporate services/enabling functions (e.g., IT, Legal, HR) to manage vendor contracts, coordinate equipment support and maintenance, and ensure timely renewal of service contracts and business licenses
• Create/prepare and/or copy edit and complete quality control reviews for reports, spreadsheets, memos, and other documents as requested
• Monitor, ordering & maintaining office supplies
• Facilities and premises management
• Manage reception, greeting clients and screening calls, forward general emails to appropriate staff, and process mail and other packages/deliveries
• May work with the Office Lead and others to ensure that resumes, projected revenue, and CRM information is kept up to date
• May work with the Office Lead to identify and mitigate financial issues on projects

You'll need to have:

• Minimum of 7+ years’ experience in the administration of a Professional Services/Consulting office
• Associates degree or equivalent experience
• Experience managing and coaching staff
• An ability to think strategically and confidence to provide our management team with sound big-picture advice
• An ability to work with staff at all levels effectively conveying messages to a variety of different audiences in different formats
• Excellent written communication skills and ability to proofread documents for spelling, grammar etc.
• Proficiency in Office 365 for Business programs, including Word, Excel, Teams, and SharePoint at a minimum
• Basic knowledge with the following software would be desirable: project accounting/billing software, Customer Relationship Management (CRM) software
• Ability to multitask and prioritize competing tasks
• An enthusiastic, team-oriented working style with the ability to work within tight deadlines

Located on the 10th floor of 801 Second Avenue in the historic Norton Building with sweeping views of Puget Sound to the West and Mount Rainier to the South, IBI Group’s Seattle office is situated in the heart of downtown Seattle. The variety of transportation options makes getting around town a snap. Choose from Metro Buses; Sound Transit Express, Link Light Rail, or the Sounder Train; along with several other commuter options from Community Transit and Pierce Transit.

Why you should work for Arcadis IBI Group:

Arcadis IBI Group is pleased to provide a competitive benefit package.

Our employees will find a design environment where collaboration is at the core of the business. We proudly support our team members through continuing education, completion of licenses and certifications, memberships in professional societies, seminar and conference attendance.

• Robust Extended + Medical Benefits
• 401k Match
• Participation in Incentives Program
• Coverage of Licensing Fees and Annual Dues to Professional Associations
• Professional Development & Self-Directed Learning Resources
• Remote Work Options or Hybrid WFH-Office Schedule depending on the needs of the business

In accordance with Equal Pay Transparency Rules, the salary range is $75k to $85k dependent upon experience, capabilities, licensure/certification, and location of residence.

As part of Arcadis IBI Group's selection process, candidates may be requested to consent to background checks relevant to the role under consideration for, prior to receiving a job offer (as applicable under state law). These could include work references, education and credential confirmation, employment verification and driver’s license record.

We thank all applicants for their interest. However, only those selected for an interview will be contacted. Arcadis IBI Group is proud to be an Equal Opportunity Employer, including disability.

We request applicants submit RESUME highlighting relevant work experience; please limit PDF files to 10MB.

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