Administration and Support
United States-New York-New York
Faithful+Gould is a leading project management consultancy protecting and maximizing our clients’ interests in the planning and delivery of projects. Operating at the forefront of our industry for more than 60 years, we provide a blend of services to the public and private sectors. We are dedicated to providing innovative solutions by combining professional knowledge and skills with our diverse employees to deliver
to every project.
We pride ourselves on collaborating with client teams and developing long-term relationships, while striving to optimize our clients’ project planning, delivery and operations, regardless of the size, environment or industry. Time and again, we are complimented on our depth of resources and expertise across multiple geographic markets coupled with the ability to provide the personal service of a local firm. Our expert and unique approach is focused on enhancing the value of each project with our services to clients in the automotive, aviation and transport, commercial property, education, energy, food and beverage, government and defense, health care, infrastructure and pharmaceutical industries. Headquartered in New York, Faithful+Gould employs more than 500 professionals in offices throughout North America, and we are a member of the Atkins group of companies, one of the world’s leading engineering and design consulting firms.
Faithful+Gould is seeking an Office Supervisor for our office in New York. The office is conveniently located in Midtown Manhattan in the Flatland District. This is a full time position expected to work 8:30-5:30 hours.
The successful candidate will manage the general administration and administrative responsibilities for the office. You will function as an advocate for the office, maintaining order and organization and proactively dealing with office issues that arise.
You will assistant the Office Managing Director and approximately six senior staff members with their administrative needs, travel schedules and expenses, etc. You will be responsible for administrative services to approximately 45 staff members many of whom are working on off-site client projects. You will be the point of contact for many outside vendors and services and be expected to handle these office functions with little or no supervision.
Some typical duties and responsibilities of this position include:
Manages all office administrative staff, with the exception of Executive Assistant(s).
Ensures that all necessary supplies remain available, and orders supplies as necessary. Ensures that office’s supply expense is in line with budget.
Acts as a liaison between technology support and office; works with technology support to ensure all computer and network systems are working properly. Handles small/basic technology support functions. Identifies technology support issues and notifies technology support staff as necessary.
Assists employees with help tickets and special requests for office and/or supplies.
Manages all employee new hire paperwork and sends to HR. Assists employees with basic HR questions, and refers employees to appropriate resource in HR for more complicated questions/requests.
Processes all vendor invoices and expense claims to be sent to finance for payment. Codes all invoices and expense claims to a project number or admin code. Ensures employee expense claims have required back-up receipts before sending to finance.
Approves vendor invoices and expense claims up to authorized limit. Ensures that anything above that limit is approved by the Managing Director or other as per the Authority Matrix.
Manages the storage of files in the office and obtains outside storage area if necessary.
Organizes all office outings and celebrations within the limits of the budget for the office.
Manages maintenance of office equipment. May negotiate contracts with vendors for certain office equipment.
Ensures billing is done correctly and in a timely manner.
Ensures that all PSRs are sent out to Project Managers.
Participates in A/R calls and helps with action items as appropriate.
Performs other assignments as the Office Managing Director may deem necessary from time to time.
We are seeking a candidate with the following skills and qualifications:
High school diploma (or equivalent) plus ten years related experience OR an Associate's Degree in a related field plus eight years related experience.
Must be highly articulate, have clear and analytical approach to problem solving, and good decision making abilities. Must have excellent communication and presentation skills.
Must thoroughly understand and utilize Information Technology in the performance of work including Internet, Intranet, Microsoft Windows OS, Adobe Acrobat, Microsoft Office Suite and Microsoft Project.