Administration Manager

Tetra Tech International Development is currently accepting expressions of interest from qualified candidates for an Administration Manager. The Administration Manager, under the supervision of the VPPSS, ensures the smooth functioning and provision of daily administrative services to Tetra Tech’s Burlington office. These services include the management of office facilities, event planning and management, inventory, front desk reception, office supplies, shipping and receiving. To accomplish this, the AM works with a high degree of autonomy and supervises two Administrative Specialists. The AM plays an important role in creating and maintaining a productive and satisfying work environment for all employees and visitors in the BTV office.

This position will be based in Burlington, VT.

Supervise Staff Who:

*Serve as Front Desk Receptionist and facilitate shipping all couriers out of BTV office domestically and internationally ensuring that all costs are coded appropriately.

*Schedule orientations, and coordinated staff onboarding and offboarding logistics.

*Oversee procurement for the home office and select project procurements,

*Oversee a range of employee wellbeing initiatives, including gifts and contribution in times of celebration and mourning

The AM should be prepared to backstop all the above responsibilities in the event of leave or as surge support is required.

Manage Building Facilities and Remote Work Logistics

*Ensure all needed repairs are taken care of efficiently and effectively.

*Assign office space.

*Manage service agreement for office cleaning.

*Organize office and furniture moves.

*Provide necessary documentation on cost allocation for office space for US-based projects upon request

*Coordinate with Landlord’s Building Manager as necessary.

*In coordination with Travel & Safety, address all office safety-related issues.

*Coordinate with SMT and corporate on the renewal of the home office lease.

*Contribute to refining office operations and working norms which are changing due to the COVID-19 pandemic and the increase in hybrid work. This includes supporting senior management with information and data for decision-making on the utilization of office space, office culture, hybrid and virtual events.

Manage Office Procurement and Inventory

*Maintain up-to-date master inventory and disposition lists of the BTV office and allocated remote equipment, including adding new inventory and tracking disposed inventory.

*Prepare and submit the annual Asset Report to the city of Burlington for tax purposes.

*Manage the disposal of broken or obsolete inventory.

*Ensure that office procurements are in-line with requirements for US government contractors, including overseeing vetting requirements and the preparation of financial documents for audit purposes.

*Ensure incoming procurements are properly received, including office supplies, furniture, equipment and items to be forwarded to project offices.

Manage Office Events

*Organize and manage logistical arrangements associated with company events including in-person, hybrid, or virtual attendance with assistance from the Administrative Specialist. Events include, but not limited to winter and summer team building meetings, retreats, workshops, dinners, and other events as requested. Depending on future work arrangements, this will likely include a virtual component in-keeping with Tetra Tech’s ongoing design of its hybrid work model.

*Purchase in-house or off-site catering requests.

Qualifications:

*Minimum of Bachelor’s Degree

*Minimum of 2.5 years’ experience in handling office administrative responsibilities

*Previous experience supervising staff is a plus.

*High level proficiency of MS-Office applications and databases

*Excellent interpersonal and communication skills both written and oral

*Demonstrated teamwork, leadership and problem-solving skills

*Self-motivated, with the ability to effectively prioritize and complete tasks in a time-sensitive manner

*Excellent information management skills, with very strong attention to detail

*Excellent organizational skills with the ability to work well under pressure and complete multiple tasks concurrently with poise and professionalism

*Ability to work independently while closely and appropriately coordinating with team members

*Must be an energetic, enthusiastic, and positive collaborative team player

*Exposure to USG rules and regulations a plus

*Fluency in a second language in addition to English desirable, but not required; and

*Ability to work in the US without employer sponsorship.