Office & Facilities Administrator
5 days ago
New York
Job Description Job Title: Office & Facilities Administrator Location: Headquarters (supporting NJ offices) We are seeking a dependable and organized Office & Facilities Administrator to support daily operations at our headquarters while assisting with office-related needs across our New Jersey locations. This role is responsible for ensuring smooth office operations, coordinating administrative tasks, assisting with facilities needs, and supporting employees with general office services. The ideal candidate is organized, proactive, and comfortable managing a variety of responsibilities, including administrative coordination, office support, and hands-on tasks to help maintain a functional and efficient workplace. Responsibilities Office Operations • Manage day-to-day office operations and provide general administrative support., • Distribute incoming mail and packages and process outgoing shipments., • Maintain office supply inventory including paper, copy center supplies, and general office materials., • Manage and distribute field supplies as needed., • Maintain office filing systems and assist with general record keeping., • Process and distribute office lunch orders when required., • Run errands such as trips to the post office, supply stores, or other local vendors as needed. Facilities & Office Support • Assist with maintaining a clean, organized, and well-functioning office environment., • Stock and maintain kitchen and break areas (coffee, cups, milk, etc.)., • Supply conference rooms with water and assist with meeting setup., • Assist employees with general office issues and minor troubleshooting., • Perform light maintenance tasks such as basic appliance troubleshooting, minor repairs to doors or equipment, and general office upkeep., • Assist with assembling or dismantling office equipment such as TVs, conference room equipment, and furniture., • Assist with office relocations and workspace adjustments as needed., • Update office floor plans and seating assignments. Employee & Visitor Support • Greet clients, visitors, and guests in a professional and welcoming manner., • Manage employee access cards including employee photos and replacements for lost or damaged cards., • Assist with building portal access and guest pass management., • Support new employee onboarding by preparing desks, office supplies, and name tags. Administrative Support • Assist with vendor coordination and invoice processing (e.g., Verizon)., • Support office events and internal activities., • Assist with copy jobs, document preparation, and binding., • Provide general administrative support for daily office operations and projects. Fleet & Equipment Coordination • Assist with managing company vehicles including maintenance scheduling, inspections, registrations, and mileage tracking. Requirements • Two+ years of office administration, office operations, or facilities support experience preferred, • Strong organizational and multitasking skills, • Ability to work independently and prioritize multiple responsibilities, • Strong communication and customer service skills, • Proficiency with Microsoft Office Suite (Word, Excel, Outlook), • Comfortable performing hands-on tasks and basic troubleshooting Physical Requirements • Ability to lift and move items up to 50 lbs as needed, • Ability to assist with office setup, equipment movement, and other physical tasks related to office operations Additional Information This role is primarily based at the company headquarters but will provide administrative and operational support for other company office locations in New Jersey as needed. This job description is intended to describe the general nature and level of work being performed. Responsibilities and duties may change or be adjusted based on business needs. The employee may be required to perform additional duties as assigned. Company DescriptionWith more than 139 years of experience, H&H is a trusted full-service infrastructure engineering firm delivering innovative and reliable solutions to complex challenges. Our clients, including infrastructure owners, contractors, and industry partners, rely on us for thoughtful engineering, technical excellence, and a collaborative approach that drives projects forward. We bring a comprehensive perspective to every assignment, managing the full life cycle of a project from study and planning through design and construction. By aligning deep technical expertise with a commitment to performance and innovation, we help our clients deliver infrastructure that serves communities today and for generations to come. With more than 600 talented professionals across 32 offices nationwide, H&H has the reach, agility, and experience to deliver projects of every size, scope, and delivery method across the country and around the world.With more than 139 years of experience, H&H is a trusted full-service infrastructure engineering firm delivering innovative and reliable solutions to complex challenges. Our clients, including infrastructure owners, contractors, and industry partners, rely on us for thoughtful engineering, technical excellence, and a collaborative approach that drives projects forward.\n\nWe bring a comprehensive perspective to every assignment, managing the full life cycle of a project from study and planning through design and construction. By aligning deep technical expertise with a commitment to performance and innovation, we help our clients deliver infrastructure that serves communities today and for generations to come.\n\nWith more than 600 talented professionals across 32 offices nationwide, H&H has the reach, agility, and experience to deliver projects of every size, scope, and delivery method across the country and around the world.