Schaefer
The Office Administrator serves as the operational and cultural cornerstone of the Columbus office, providing high-level administrative support to leadership, technical staff and multiple departments. This role overseas office and building management, departmental operations, event coordination and initiatives that strengthen team culture. The Office Administrator ensures a professional, welcoming and efficient environment that supports productivity, engagement and organizational success. *This role is eligible for full-time or part-time work. *
Essential duties and responsibilities include but are not limited to the following:
Office Support + Building Management
Serve as office leader and primary point of contact for visitors, vendors and staff. Provie professional phone and visitor management, ensuring all interactions reflect the firm's values. Oversee office supplies, equipment and café inventory; troubleshoot and resolve maintenance issues promptly. Manage mail and deliveries; coordinate use of conference rooms, common areas and café spaces. Administer building access, parking assignments and vendor relationships for facility upkeep. Onboard new employees with comprehensive office and building tours, workstation setup and orientation. Support internal meetings with calendar invites, communication, catering and room preparation. Maintain a clean, organized and fully functional environment, coordinating with maintenance and cleaning teams as needed. Department Support
Prepare, review and process expense reports in a timely manner. Coordinator department and office meetings, including scheduling, communication, catering and setup. Arrange travel and accommodations for leadership and designated staff. Provide comprehensive administrative and clerical support to multiple departments. Manage professional licensure, certification renewals and continuing education records for staff and leadership. Track professional memberships and renewals. Purchase and coordinate webinar-training resources. Help plan + execute educational and professional events, including lunch + learns, webinars and training sessions. Maintain and update Unanet CRM with data entry and personnel changes. Assist marketing with client event coordination, venue logistics and promotional activities. Collaborate with Finance, Marketing and HR on special projects and departmental initiatives. Update Schaefer's intranet with new hire headshots and information. Culture Ambassador
Foster and promote a workplace culture centered on engagement, inclusion and employee well-being. Organize, coordinate and host cultural + team-building activities for the Columbus office and company-wide initiatives. Contribute content to the company newsletter. Maintain visual engagement tools such as the café calendar and people wall. Collaborate with other Culture Ambassadors across locations to plan + execute events. Requirements
Associate's degree in a related field and 3-5 years of relevant experience, preferably withing the A/E/C industry, or an equivalent combination of education and experience. Proven excellence in customer service with a professional, approachable demeanor. Proficiency in Microsoft Office Suite (intermediate to advanced level preferred). Self-starter with strong initiative and the ability to manage multiple priorities in a fast-paced environment. Highly organized with exceptional attention to detail and the ability to work independently. Strong problem-solving skills, inventory + supply management expertise and effective communication skills. Valid driver's license with the ability to travel locally for supplies, catering and events.
Physical Demands + Work Environment
This position is based in an office environment with regular exposure to computer screens and extended periods of sitting. The role may require standing, walking, bending and lifting up to 50 pounds. Specific vision abilities include close vision, distance vision, depth vision perception and the ability to adjust focus. Occasional local travel is required for errands, supply runs and event support.
Essential duties and responsibilities include but are not limited to the following:
Office Support + Building Management
Serve as office leader and primary point of contact for visitors, vendors and staff. Provie professional phone and visitor management, ensuring all interactions reflect the firm's values. Oversee office supplies, equipment and café inventory; troubleshoot and resolve maintenance issues promptly. Manage mail and deliveries; coordinate use of conference rooms, common areas and café spaces. Administer building access, parking assignments and vendor relationships for facility upkeep. Onboard new employees with comprehensive office and building tours, workstation setup and orientation. Support internal meetings with calendar invites, communication, catering and room preparation. Maintain a clean, organized and fully functional environment, coordinating with maintenance and cleaning teams as needed. Department Support
Prepare, review and process expense reports in a timely manner. Coordinator department and office meetings, including scheduling, communication, catering and setup. Arrange travel and accommodations for leadership and designated staff. Provide comprehensive administrative and clerical support to multiple departments. Manage professional licensure, certification renewals and continuing education records for staff and leadership. Track professional memberships and renewals. Purchase and coordinate webinar-training resources. Help plan + execute educational and professional events, including lunch + learns, webinars and training sessions. Maintain and update Unanet CRM with data entry and personnel changes. Assist marketing with client event coordination, venue logistics and promotional activities. Collaborate with Finance, Marketing and HR on special projects and departmental initiatives. Update Schaefer's intranet with new hire headshots and information. Culture Ambassador
Foster and promote a workplace culture centered on engagement, inclusion and employee well-being. Organize, coordinate and host cultural + team-building activities for the Columbus office and company-wide initiatives. Contribute content to the company newsletter. Maintain visual engagement tools such as the café calendar and people wall. Collaborate with other Culture Ambassadors across locations to plan + execute events. Requirements
Associate's degree in a related field and 3-5 years of relevant experience, preferably withing the A/E/C industry, or an equivalent combination of education and experience. Proven excellence in customer service with a professional, approachable demeanor. Proficiency in Microsoft Office Suite (intermediate to advanced level preferred). Self-starter with strong initiative and the ability to manage multiple priorities in a fast-paced environment. Highly organized with exceptional attention to detail and the ability to work independently. Strong problem-solving skills, inventory + supply management expertise and effective communication skills. Valid driver's license with the ability to travel locally for supplies, catering and events.
Physical Demands + Work Environment
This position is based in an office environment with regular exposure to computer screens and extended periods of sitting. The role may require standing, walking, bending and lifting up to 50 pounds. Specific vision abilities include close vision, distance vision, depth vision perception and the ability to adjust focus. Occasional local travel is required for errands, supply runs and event support.