Office Administrator I (Travel Coordinator)

We are currently seeking resumes from qualified, responsible, self-sufficient, energetic Office Administrators for our Phoenix, Arizona office. The ideal candidate will be motivated to develop and build their personal knowledge and skills to assist with the growth and success of the office. We offer a friendly, professional atmosphere with excellent benefits and a salary commensurate with experience.

Job Description:

This office-based role provides administrative support for multiple team members in a fast-paced environment focused on purchasing, travel coordination, front desk responsibilities, and day-to-day facilities items.

Front Desk Coordination:

• Answer, screen, and direct all incoming calls.
• Greet visitors and direct them as necessary.
• Provide basic and accurate information in person and via phone/email
• Receive and distribute daily mail/deliveries
• Update calendars, schedule meetings, make catering arrangements and clean-up after catering.
• Perform other clerical duties such as filing, scanning, and photocopying.
• Make shipping arrangements through UPS, FedEx, US Mail, courier, etc.
• Organize, track, and restock company equipment and supplies.
• Properly document and maintain a record of office equipment.

Purchasing:

• Research and purchase office services and supplies.
• Organize, inventory, and restock supplies.
• Assist with budget adherence.
• Prepare backup for weekly and monthly credit card statements.
• Request, manage, verify, compare, document, and communicate vendor services, quotes, and purchases.

Travel Coordination:

• Book corporate travel, send calendar invites, and reconcile credit card statement for travel purchases.
• Pull reports for unused airline tickets.
• Arrange check-in and check-out of rental vehicles. Properly document and maintain records of vehicle/driver incidents involving rental vehicles.

Facility Coordination:

• Request facility repairs and maintenance for offices.
• Request, manage, verify, document, and communicate vendor office visits. Properly document and maintain a record of vendor contacts.
• Prepare workstations and supplies for new and terminating employees.

Administrative Support:

• Assist other Office Administrators with miscellaneous tasks.
• Perform other general Administrative responsibilities as assigned.
• Perform other duties as assigned.

Job Qualifications (Education, Experience, and Skills):

• Minimum Education: High School diploma or equivalent
• Minimum one (1) year of administrative experience
• Ability to manage time with some supervision
• Accept multiple tasks with interruptions by setting and redirecting priorities in a professional manner.
• Ability to work with staff at all levels and communicate effectively both verbally and in writing.
• Well-organized and detail-oriented
• Ability to establish rapport quickly with others working on the same project and be able to promote a positive team environment.
• Must be comfortable taking the initiative to handle situations with tact, diplomacy, and respect.
• Proficiency in the use of Microsoft Outlook, Word, Excel, Adobe Acrobat, and navigating the internet for research purposes.

Competencies (To perform the job successfully, an individual should demonstrate the following competencies):

• Communicative – interacts openly with others; can maintain relationships, works well independently or with a team.
• Consultative - Consults with other disciplines as needed; tolerates different perspectives or opinions.
• Decisive & Action Oriented - Has a high level of energy and stamina; gets things done; makes sound educated but rapid decisions even when short of information; enjoys managing challenging projects and works well in fast-paced and pressure environments. Self-motivated and proactive
• Flexible - Adapts to new challenges and circumstances; able to multi-task; thrives on variety and frequently changing environments; creative problem solver. Resourcefulness, with minimal direction.
• Analytical – Uses sound data, and procedures, and follows all laws, rules, and regulations but is a solutionist or problem-solver.
• Conscientious and Organized – Believes professional integrity is paramount; understands the importance of project records; responsive to clients and deadline oriented; quality oriented.

Working Conditions and Environment:

Will need the ability to establish rapport quickly with others working on the same project, and be able to promote a positive team environment. Working knowledge of dealing with a diverse population while using tact, diplomacy, and respect.

AZTEC Culture:

• A ction oriented and flexible
• Z ealous supporter of clients and teammates
• T hinking toward future and personal growth
• E quitable, inclusive, and diverse
• C ollaborative comradery
  

AZTEC Benefits:

AZTEC offers competitive salaries and a comprehensive benefits package, including medical, dental, life insurance, short and long-term disability, flexible spending accounts, Paid-time-Off, and a 401(k) plan.

AZTEC Overview :

AZTEC Engineering Group, Inc. (AZTEC) is headquartered in Phoenix, Arizona, and provides diversified technical and consulting services to clients in the United States. AZTEC is part of the TYPSA Group, an international consulting engineering firm with over 3,700 employees and more than 50 offices worldwide providing multidisciplinary consulting services in the fields of civil engineering, architecture, and environment. AZTEC has a diverse culture that focuses on providing rich opportunities for its employees.

AZTEC is an Equal Opportunity Employer committed to affirmative action planning and encourages diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, religion, color, sex, sexual orientation, gender identity, national origin, ancestry, disability, marital status, veteran status, housing status, or any other non-job-related characteristic under applicable law.

Please apply online at www.aztec.us/career .