Code Red Consultants is currently seeking a proactive and highly organized Office Administrator to play a key role in our office operations and administration. This role ensures seamless daily functions while collaborating across teams to advance our mission to make the world a safer place through innovative code consulting, fire protection design, and fire & life safety inspections.The ideal candidate thrives in a fast-paced, team-oriented environment, brings a can-do attitude, and excels in communication and organization. If you're a self-starter who is passionate about collaboration and wants to contribute to a growing team, this role may be the perfect fit!WHAT YOU WILL DO:
- Manage the company's main phone lines, reception duties, email correspondence, and mail operations, ensuring professional communication, efficient call routing, and accurate handling of the incoming and outgoing mail and packages.
- Manage vendor relationships, maintain supply inventories, and support the day-to-day office environment.
- Assist with marketing and communications efforts, including updating staff resumes, project lists, and preparing marketing and qualification documents.
- Assist with posting and managing company news, speaking engagements, project updates, blog posts, and other content on LinkedIn and other social media platforms.
- Assist with maintaining our MailChimp database for company mailing lists.
- Coordinate the approval of American Institute of Architects (AIA) presentations, maintain existing presentations, and distribute certificates of completion to attendees.
- Assistance with Certificate of Insurance (COI) compliance.
- Format various document types, including presentations, demonstrating a critical eye for detail and brand adherence.
- Assist in managing business registrations, professional credentialing, and maintaining related tracking systems to ensure regulatory and operational requirements are met.
- Approach data management tasks with a sense of accountability, ensuring accuracy and attention to detail.
- Serve as a backup for business travel coordination, assisting with booking travel arrangements, managing itineraries, and ensuring travel logistics run smoothly.
- Provide ad hoc administrative support to staff and assist with office events & initiatives as needed.
WHAT YOU WILL NEED:
- Bachelor's degree and 3+ years of administrative experience or an associate's degree and 8+ years of administrative experience (AEC or professional services industry experience is a plus) or equivalent combination of education and related work experience.
- A proven ability to stay organized, manage time effectively, and adapt to dynamic environments.
- Comfortable learning and using software tools like Microsoft Office Suite and Bluebeam, with a willingness to master new systems as needed.
- Exceptional communication and interpersonal skills and a natural ability to build relationships across diverse teams.
- A team-oriented mindset and a curiosity to learn and grow alongside a passionate group of professionals.
- Ability to multi-task; work well under pressure and effectively meet deadlines.
- A proactive, adaptable approach to problem-solving.
ADDITIONAL INFORMATION:
- Work Environment: In-office
- Schedule: At least 40 hours, Monday - Friday. Normal company business hours are 8:00am - 5:00pm EST.
Code Red Consultants is an equal opportunity employer.Required
Preferred
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