HNTB Careers

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Job Information

HNTB Boston Office Administrator in Boston, Massachusetts

What We're Looking For

HNTB-Massachusetts has a 65 - plus - year history of providing engineering and planning services to public transportation agencies in the Commonwealth. With over 200 talented colleagues; the Massachusetts office consistently delivers complex, award-winning infrastructure projects that have shaped the skyline and transportation network of many Massachusetts communities. The Massachusetts office has locations in both Boston and Chelmsford which are comprised of professionals who value both client development and professional development. Our culture is shaped by our employee lead initiatives including, our Diversity & Inclusion committee, mentorship program, and EDGE (Engagement, Development, Growth, and Enrichment) committee who offer special events, such as happy hours, family outings and community engagement opportunities.

At HNTB, you can create a career that is meaningful to you while building communities that matter to all of us. For more than a century, we have been delivering solutions for some of the largest, most complex infrastructure projects across the country. With our historic growth, it is an exciting time to join our team of employee-owners.

This opportunity will be in our Boston office and entails, while under limited supervision, leveraging skills and experience to perform a broad range of administrative functions in support of office locations. We are seeking a candidate with a positive attitude who will take ownership of our office space and lead key employee retention efforts to create a space that invites and encourages collaboration within the office. Administrative functions may include maintaining calendars, ordering supplies within a budget, assisting with expense reports, scheduling meetings, making travel arrangements, handling correspondence, distributing mail, filing, and performing other duties to support the manager and department as needed. Utilizes Outlook, Word, Excel, SharePoint, MS Teams, PowerPoint and various HNTB software applications to perform tasks.

What You’ll Do:

  • Performs administrative duties in support of office staff including, coordinating and scheduling calendar appointments, meetings and travel, preparing a variety of correspondence under general guidance, receiving and directing incoming calls and welcoming visitors. Furnishes information and responds to routine correspondence when necessary. Coordinates the receipt, distribution and delivery of mail both to and from the office. Delivers new hire orientation when needed.

  • Coordinates local policy and procedures with the appropriate corporate and or/ divisional functions to ensure full and complete procedures are in place covering assigned areas. Recommends changes in process or procedure to management.

  • Prepares reports, gathering and summarizing a variety of data from multiple sources. Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.

  • Prepares and submits expense reports on behalf of office staff, securing and maintaining supporting documentation and ensuring accurate coding of expense items. Supports Accounts Payable functions by accurately coding and processing invoices.

  • Tracks and coordinates the acquisition and distribution of materials, supplies and equipment. Maintains inventory of furniture and equipment. Working with Corporate Procurement and facilities, assists with office moves. Coordinates with facilities on any building maintenance issues. May track mileage and ensure maintenance of vehicle fleet.

  • Performs other duties as assigned.

What You’ll Need:

  • High School Diploma/GED or equivalent

  • 4 years related administrative experience

What We Prefer:

  • Ability to maintain confidentiality

  • Planning, time management and organizational skills

  • Ability to balance multiple tasks and changing priorities

  • Attention to detail

  • Demonstrated ability to compose, edit and proof read written documents (routine letters, business correspondence and reports of varying complexity)

  • Ability to facilitate communication within and throughout the office

Additional Information

Click here for benefits information: HNTB Total Rewards

Click here to learn more about EOE including disability and vet

Visa sponsorship is not available for this position.

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HNTB does not accept unsolicited resumes from recruiters or agencies. Any staffing/employment agency, person or entity that submits an unsolicited resume to this site does so with the understanding that the applicant's resume will become the property of HNTB. HNTB will have the right to hire that applicant at its discretion and without any fee owed to the submitting staffing/employment agency, person or entity. Staffing/employment agencies who have fee agreements with HNTB must submit applicants to the designated HNTB recruiter to be eligible for placement fees.

Job Type: Regular

Full/Part Time: Full time

Job Category: Administration Group

ReqID: R-14378