Office Manager

Schnabel is an employee-owned, professional consulting firm that focuses on solving problems related to the earth and environment through specialization in dam, geotechnical, geostructural, and tunnel engineering. Schnabel’s high standards for quality, business ethics, and concern for the communities they live in and support, are a vital part of who we are. Founded in 1956, Schnabel has experienced tremendous sustainable success and growth through its dedication to excellence in client service and high-quality, value-added solutions. Schnabel is an ENR Top 500 Design Firm and Top 200 Environmental Firm with 450 employees in 22 offices throughout the United States.

Recognized by CE News as one of the Best Engineering Firms to Work for, Schnabel provides employees with a competitive benefits package, including health, dental, life and disability insurance, and rewards employees through its Employee Stock Ownership Plan. Opportunities for community, social, and internal engagement are available through Schnabel’s Unity Council, Spark community outreach, and wellness program, among others.

Job Description

We are in search of an office manager with a positive can-do attitude to provide administrative support to Schnabel’s 40+ person Glen Allen, Virginia office. The right candidate will be highly organized, capable of multi-tasking, committed to quality and able to utilize sound judgment when working with vendors, clients and employees.

Responsibilities

• Assist technical staff with report production and delivery, including assembling, distributing and filing digital and physical documents.
• Input Virginia 811 tickets and manage system generated notifications.
• Input VDOT Lane Closure Advisory Management System requests and manage system generated notifications.
• Process and file invoices.
• Process check requests.
• Process certificate of insurance requests.
• Manage building security system.
• Manage internal training records, including grading tests using an answer key.
• Manage vendor contracts for office services such as landscaping, copier rental, HVAC, elevator maintenance, electrical, etc.
• Manage and procure office supplies.
• Manage receptionist and fill in answering phones and greeting visitors, as necessary.
• Manage lease agreement with tenant in office building.
• Maintain asset management tracking system for computers.
• Maintain physical and virtual filing systems for deliverables.
• Coordinate office events, including reserving spaces and ordering food.
• Coordinate and manage office equipment management and maintenance.
• Coordinate and manage mail and package shipment/delivery and receipt.
• Provide remote administrative support for other Schnabel offices, as requested.

Requirements

• Minimum 2 years related experience in office administration.
• Experience managing contracts with office supply vendors.
• Experience using FedEx Shipping portal or ability to learn within one month of hire.
• Experience using the Virginia 811 system or ability to learn within one month of hire.
• Experience using ADT web portal, or ability to learn within one month of hire.
• Proficiency in Microsoft Office (Word and Excel) and Adobe software. Experience with Microsoft SharePoint and Teams preferred.
• Proficiency with Avaya phone systems (or similar).
• Strong interpersonal and written communication skills.
• Notary or ability to obtain notary commission within one month of hire.
• Ability to multi-task while staying highly organized.
• Candidates must undergo a background check, which may include criminal history, motor vehicle record and credit check, plus a drug screen.