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Office Administrator/Receptionist


Excellence Leaves a Lasting Impression: Bring Your Vision to shape a better world.

At Arup, our innovative spirit compels us to express our ingenuity in unique ways — engineering, planning, designing, and consulting on many of the most renowned projects in the built environment. We aim to deliver technical excellence, innovation, and value to clients, while maintaining our core mission of shaping a better world. The firm opened its first office over 70 years ago and now employs 14,000 people globally. Since its founding in 1946, members of Arup have developed transformative ways of working. Adapting to the ever changing environment, our work is focused on ambitiously reimagining a sustainable and resilient future for cities. Arup is rising to these new challenges: by bringing together broad-minded individuals from a wide range of disciplines, investing in research, innovating and creating better solutions for clients and the wider world.

The Office Administrator/Receptionist supports the day to day administration of the Oakland Office. The office consists of over 40 employees and is growing quickly. We are seeking a candidate who is a team player with strong initiative to support the current and future needs of our office.

Office Administration:
•Manage office area and maintain office appearance
•Answer and direct calls, greet clients and other visitors
•Manage and book travel requests Executive Management (i.e. flights, accommodations)
•Manage office/postal supplies and machines (postage meter, FedEx, UPS, accounts)
•Assist with meeting room reservations and order catering as required
•Maintain routine basic supply and maintenance of the kitchen
•Keep Kitchen/Conference Rooms cleaned and stocked
•Prepare desks for new hires or leavers
•Maintain communication with building manager regarding office space and building issues including upgrades, maintenance, and repairs
•Act as a Health & Safety representative for the Oakland office and follow procedures accordingly
•Support senior management as well as office employees with day to day administration
•Handle accounts payable (i.e. coding invoices)
Project Administration:
•Setting up and maintaining projects in accordance with our Administrative and Quality Management Systems
•Support in progressing leads via CRM data management system
•Handle printing, faxing, scanning to support office
•Preparing and maintaining consistency in project documentation including content editing and proofreading
•Assist with special projects as assigned
•3-5 years in an office administration role, preferably in a related industry
•Advanced knowledge of Windows and MS Office
•Strong English grammar, spelling, punctuation, composition, drafting and proofreading skills
•Enjoy providing high level of client and customer service with a focus on the overall team
•Ability to change gears quickly and jump into projects with excitement
•Highly organized with strong time management skills
•Proactive, self-motivated individual with excellent communication and interpersonal skills
•Able to work independently as well as part of team; supporting multiple teams and levels (internal and external)

Share your passion and experience in a global culture that believes your potential to achieve is endless. This is your opportunity to shine.

Arup offers an outstanding benefits package including healthcare, GRRSP match, time off and profit share.

Arup is proud to be an equal opportunity employer.

Job Number: OAK000001
Category: Administration
Oakland, California, United States

Date Posted: Dec. 6, 2017
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