Office Administrator

INCLUSIVITY & CORE VALUES:

Braun Intertec employee owners are required to carry out Braun Intertec Values every day and as such must possess the following competencies:

• Actively demonstrates a commitment to creating an inclusive workplace through active listening to and inclusion of diverse perspectives; demonstrates respect for all and actively works to build trust-based relationships with colleagues and clients.
• Demonstrates commitment to working safely; fully participates in Company’s safety initiatives and policies; always looks out for the health and safety of self and others.
• Is consistently responsive and follows through on commitments to self and others; provides the information others need to know to do their jobs and to feel good about being a member of the team and Braun Intertec.
• Shows initiative and commitment to ongoing learning, growth, and development; willingness to openly seek, receive, and give respectful feedback; commitment to continuous improvement of self, responsibilities, and processes.
• Champions the Employee-Owned Stock Ownership Plan through participation in ESOP activities and events.
• Actively acknowledges, recognizes, and celebrates the contribution of others.

JOB SUMMARY:

This position provides administrative support for projects and office locations/departments. Responsibilities for these individuals may vary based on assignment.

There are five levels of this job: Office Administrator I, Office Administrator II, Office Administrator III, Office Administrator IV, and Office Administrator V (or Senior Office Administrator). This description covers all; the differentiation will be based on tenure in the role at Braun Intertec or elsewhere and the additional expectations as indicated below.

ESSENTIAL DUTIES and RESPONSIBILITIES:

Responsibilities related to office/department support could include any of the following – all should be considered “as appropriate/assigned”.

These responsibilities applicable to all levels of position:

• Take calls placed to office location, provide information, and/or direct/forward appropriately. Operate and maintain phone system. Assist clients with routine requests and in the absence of the Project Manager.
• Greet/direct/assist office/department visitors (both internal and external).
• Provide assistance in various internal initiatives (including event/meeting set up, safety initiatives, or other).
• Coordinate meetings, lunches, travel, and seminars/conferences including all logistical arrangements.
• Department/Office related expense and invoice coordination, including coding and submission to Finance.
• Create and maintain spreadsheets/documentation in order to track usage, purchase orders, and other statistical items as associated with office location/department.
• Responsible for office supplies: ordering and maintaining business and office supplies through a company-designated source.
• Prepares out-going mail, UPS Shipments, and arranging for courier services.
• Operates and maintains copiers, binding equipment, postage machine, and other various business equipment,.
• Prepare and assist with various power point presentations, forms, signs/flyers, and statistical reports.
• Participate in production meetings, produce meeting minutes, generate/compile operations reporting.
• Other administrative duties, as assigned.

Responsibilities related to Project support could include any of the following – all should be considered “as appropriate/assigned”. These responsibilities applicable to Levels III and above:

• Perform final formatting review and deliverable generation for reports/proposals: to include adherence to Braun Intertec Document Standards related to both Word and Adobe/PDF capabilities.
• Verify and input data/information into a variety of software systems to be used for deliverables. (Can include OpenGround, OnBase, Microsoft Suite, the ERP system, etc.)
• Assist with Project File Clean Up and Archiving.
• Assist Project Management staff with organization of project information and documentation, (Includes the ERP System, SharePoint, Metafield, etc.), including research of historical Braun Intertec projects.
• Other project-related duties, as assigned.

Position progression:

• Office Administrator Level I: Entry level position where responsibilities should only come from the “Office/Department support” list above. This position does not support Project work.
• Office Administrator Level II: All skills to perform required duties are acquired and performed without additional direction/guidance. May include introduction of Project Support work duties, where applicable. Level II will be “entry level” for positions where Project Support is required upon hire.
• Office Administrator Level III: All skills to perform Project Support work are acquired and performed with limited to no direction/guidance. Work is performed autonomously and additional duties/skills can be assigned. Includes assignment of responsibility for project support workload.
• Office Administrator Level IV: Train/coach/mentor/audit other administrative staff – audit deliverable work such that all Braun Intertec Document Standard concerns are addressed. Where process improvements can be made, collaborate with PM/Office/Dept/etc and lead to improve.
• Office Administrator Level V: May lead/supervise other administrative staff. Partner with PMs/office leads on more complicated requests and/or office improvements. Has working knowledge of Technical Writing Guides or other Technical aspects of Braun Intertec work to audit reports and collaborate with authors for such items. Develop template documents to be submitted to Technical Practice Team for approval/review.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. The above list reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned for the position.

REQUIRED SKILLS/COMPETENCIES

• Demonstrated ability to organize and prioritize multiple tasks efficiently and simultaneously with minimal supervision.
• Strong analytical and problem-solving skills.
• Accurate typing and data entry skills.
• Good communication/customer service skills via telephone, e-mail, and in-person interactions.
• Ability to maintain flexibility in stressful peak times.
• Ability to read and check for appropriate use of English language in documentation and correspondence.
• Ability to read and comprehend instructions and correspondence.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

MINIMUM QUALIFICATIONS

Education High school diploma or equivalent, some post-secondary education preferred

Experience and/or Training At least one year of administration experience preferred

Licenses/Certificates

Technology/Equipment Microsoft Office Suite experience required, other database experience preferred

PHYSICAL AND MENTAL DEMANDS:

Essential: Hearing and vision (both correctable), continuous sitting or standing at desk or workstation, wrist turning, grasping, pinching, and finger manipulation, other physical requirements typical of working on a computer and talking on a phone (45%-100% of the time worked); frequent walking, lifting or carrying up to 10 lbs, turning and twisting (30%-50% of the time worked); occasional reaching, lifting or carrying up to 20 lbs, and push/pull up to 10 lbs (11%-30% of the time worked); rarely taste/smell, stooping, kneeling, crawling, climbing ladders, lifts or scaffolding (0-5% of the time worked).

The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.

WORKING ENVIRONMENT:

Work/Environment

Usually will be an office environment, using computer, telephone, other office equipment as needed to perform duties; frequent interruptions throughout day likely.

Could be Hybrid position, depending on Department/Office being supported. There is an expectation to work from the assigned office at a regularity to be agreed upon between the employee and the supervisor. Additionally, the individual should be able to work from the office when the need arises for meetings or other as determined on an instance by instance case.

Travel Requirements

Position could include travel to other Braun Intertec Office Locations – 0-2% annually.

The work environment characteristics described here are representative of those individual encounters while performing the essential functions of this position

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Compensation Range:

$39,600.00 - $59,400.00

As an EEO/Affirmative Action Employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, veteran or disability status.

Braun Intertec strives to ensure that its careers web site is accessible to all. If you need assistance completing your online application, please email hrhelp@braunintertec.com.

As an Equal Opportunity Employer, Braun Intertec is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans. If you need a reasonable accommodation to assist with your job search or application for employment, please e-mail us at hrhelp@braunintertec.com. In your e-mail, please include a description of the specific accommodation you are requesting as well as the job title and requisition number of the position for which you are applying.