bargeeast
What We're Looking For:
Barge Design Solutions, Inc. is seeking a detail‑oriented Office Administrator to join our Administration team. This role is essential to maintaining smooth daily operations across our office, providing comprehensive administrative support and facilities coordination that enables our engineering teams to focus on delivering exceptional client service.
We're looking for a reliable, proactive professional who thrives in a dynamic environment and takes pride in creating an organized, welcoming workplace. This position offers the opportunity to wear many hats while supporting various departments and contributing to the overall efficiency and professional atmosphere of our offices.
Responsibilities: Fleet & Vehicle Management:
Maintain company vehicle fleet through regular washing, fueling, and routine maintenance coordination to ensure safe, reliable transportation for staff
Conduct comprehensive pool car inspections and maintain detailed mileage tracking reports and spreadsheets for fleet management
Coordinate vehicle maintenance schedules and communicate with service providers to minimize downtime and ensure optimal fleet performance
Administrative Support & Communications:
Provide professional phone support and reception services in collaboration with administrative staff to ensure seamless client and vendor communications
Process and distribute incoming mail and coordinate FedEx shipments to support timely project communications and deliverables
Assist with travel arrangements including hotel and car reservations for staff business travel, ensuring cost‑effective and efficient booking
Coordinate special occasion services, including flower orders for birth and death announcements, maintaining sensitive and professional communication
Facilities & Office Management:
Maintain optimal office environment through daily facilities management including water service for refrigerators, coffee bar stocking, and plant care
Operate and maintain office equipment including daily dishwasher operations and copy machine supply management
Coordinate maintenance requests and work with facilities vendors to ensure prompt resolution of building and equipment issues
Manage storage areas and organize supplies to maintain efficient, accessible inventory systems
Vendor & Contract Administration:
Track and enter sub‑consultant certificates of insurance (COI) into BST system, ensuring compliance with company requirements and project standards
Coordinate supply orders and Amazon purchases to maintain adequate office supplies and equipment
Process vendor invoices and maintain organized filing systems for administrative efficiency
Accounting Support:
Supports Account Receivable by processing the daily bank deposit
Education & Experience Qualifications:
High school diploma or GED required; some college coursework preferred
2‑3 years of office administration or administrative support experience required
Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and general office equipment
Experience with database entry and record‑keeping systems
Basic understanding of fleet management and maintenance tracking
Familiarity with office supply and vendor management
Core Competencies:
Multi‑Task Management & Prioritization – Effectively manage diverse responsibilities and competing priorities while maintaining attention to detail and quality standards
Professional Communication & Customer Service – Demonstrate excellent phone etiquette and interpersonal skills when interacting with staff, clients, and vendors
Organizational Excellence & Attention to Detail – Maintain accurate records, organized filing systems, and efficient workflows across multiple administrative functions
Problem‑Solving & Initiative – Proactively identify and resolve operational issues while taking ownership of assigned responsibilities
Reliability & Dependability – Consistently meet deadlines and maintain regular attendance while supporting critical daily operations
Adaptability & Flexibility – Adjust to changing priorities and take on additional responsibilities as business needs evolve
Preferred Qualifications:
Experience in a professional services or engineering firm environment
Knowledge of facilities management and maintenance coordination
Experience with travel booking systems and event planning
Basic understanding of insurance and contract administration
Why join us? Barge Design Solutions, Inc., is an engineering and architecture firm with diverse in‑house multidisciplinary practice areas. The employee‑owned company is more than 550+ people strong and serves clients nationwide from multiple U.S. locations. Barge is ranked on Engineering News‑Record (ENR)’s Top 500 Design Firms and Architectural Record’s Top 300 Architecture Firms and is a certified Great Place To Work®.
Our primary purpose for being in business is ultimately to create a better life by unleashing the potential of our people, clients, and communities. This purpose is supported by our company’s core values because at the end of the day, Barge CARES:
Collaborate – Help and expect help. Teamwork is essential in what we do.
Authentic – Honesty, integrity, and trust are at the heart of everything we do. We are who we say we are.
Responsible – We are accountable for our work, our attitude, and our actions. We make Barge better.
Excellence – We go all in and expect more of ourselves than others expect of us.
Service – We are humble. We use our gifts in service of others.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or on the basis of disability. Equal Opportunity Employer / Veterans / Disabled
#J-18808-Ljbffr
We're looking for a reliable, proactive professional who thrives in a dynamic environment and takes pride in creating an organized, welcoming workplace. This position offers the opportunity to wear many hats while supporting various departments and contributing to the overall efficiency and professional atmosphere of our offices.
Responsibilities: Fleet & Vehicle Management:
Maintain company vehicle fleet through regular washing, fueling, and routine maintenance coordination to ensure safe, reliable transportation for staff
Conduct comprehensive pool car inspections and maintain detailed mileage tracking reports and spreadsheets for fleet management
Coordinate vehicle maintenance schedules and communicate with service providers to minimize downtime and ensure optimal fleet performance
Administrative Support & Communications:
Provide professional phone support and reception services in collaboration with administrative staff to ensure seamless client and vendor communications
Process and distribute incoming mail and coordinate FedEx shipments to support timely project communications and deliverables
Assist with travel arrangements including hotel and car reservations for staff business travel, ensuring cost‑effective and efficient booking
Coordinate special occasion services, including flower orders for birth and death announcements, maintaining sensitive and professional communication
Facilities & Office Management:
Maintain optimal office environment through daily facilities management including water service for refrigerators, coffee bar stocking, and plant care
Operate and maintain office equipment including daily dishwasher operations and copy machine supply management
Coordinate maintenance requests and work with facilities vendors to ensure prompt resolution of building and equipment issues
Manage storage areas and organize supplies to maintain efficient, accessible inventory systems
Vendor & Contract Administration:
Track and enter sub‑consultant certificates of insurance (COI) into BST system, ensuring compliance with company requirements and project standards
Coordinate supply orders and Amazon purchases to maintain adequate office supplies and equipment
Process vendor invoices and maintain organized filing systems for administrative efficiency
Accounting Support:
Supports Account Receivable by processing the daily bank deposit
Education & Experience Qualifications:
High school diploma or GED required; some college coursework preferred
2‑3 years of office administration or administrative support experience required
Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and general office equipment
Experience with database entry and record‑keeping systems
Basic understanding of fleet management and maintenance tracking
Familiarity with office supply and vendor management
Core Competencies:
Multi‑Task Management & Prioritization – Effectively manage diverse responsibilities and competing priorities while maintaining attention to detail and quality standards
Professional Communication & Customer Service – Demonstrate excellent phone etiquette and interpersonal skills when interacting with staff, clients, and vendors
Organizational Excellence & Attention to Detail – Maintain accurate records, organized filing systems, and efficient workflows across multiple administrative functions
Problem‑Solving & Initiative – Proactively identify and resolve operational issues while taking ownership of assigned responsibilities
Reliability & Dependability – Consistently meet deadlines and maintain regular attendance while supporting critical daily operations
Adaptability & Flexibility – Adjust to changing priorities and take on additional responsibilities as business needs evolve
Preferred Qualifications:
Experience in a professional services or engineering firm environment
Knowledge of facilities management and maintenance coordination
Experience with travel booking systems and event planning
Basic understanding of insurance and contract administration
Why join us? Barge Design Solutions, Inc., is an engineering and architecture firm with diverse in‑house multidisciplinary practice areas. The employee‑owned company is more than 550+ people strong and serves clients nationwide from multiple U.S. locations. Barge is ranked on Engineering News‑Record (ENR)’s Top 500 Design Firms and Architectural Record’s Top 300 Architecture Firms and is a certified Great Place To Work®.
Our primary purpose for being in business is ultimately to create a better life by unleashing the potential of our people, clients, and communities. This purpose is supported by our company’s core values because at the end of the day, Barge CARES:
Collaborate – Help and expect help. Teamwork is essential in what we do.
Authentic – Honesty, integrity, and trust are at the heart of everything we do. We are who we say we are.
Responsible – We are accountable for our work, our attitude, and our actions. We make Barge better.
Excellence – We go all in and expect more of ourselves than others expect of us.
Service – We are humble. We use our gifts in service of others.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or on the basis of disability. Equal Opportunity Employer / Veterans / Disabled
#J-18808-Ljbffr