Office Services Manager I (Finance)

CORPORATE/FUNCTIONAL PRACTICE

Michael Baker International understands that people require choices in where they want to begin to build a sustainable future. For more than 75 years, Michael Baker International has maintained an entrepreneurial work environment that fosters great careers, which ultimately has brought great success to the organization. Michael Baker offers many opportunities to help you grow professionally to build your career. Whether it is in Finance, IT, Human Resources, Technology, Communications, Proposal Production, Legal or our National Practice and Market segments, take your next step with us and help make a difference in the lives of those you work with and those we serve.

DESCRIPTION

Michael Baker International is actively seeking a full time Office Services Manager to join our dynamic Greenville, SC Operations Team. In addition to operational assistance, the Manager will support employee activities, engineering and construction projects, and office and field day to day tasks, especially in engagement assignments that require logistics and planning, project support, office organization, marketing support, etc. Other may duties and skills include but are not limited to:

• Excellent communication, planning and organization to support Leadership and Department Managers in the Office and occasionally outside the Office at various project site locations.
• Must be pro-active in anticipating needs of Managers and the Office Executive, by taking initiative always to complete tasks and meet deadlines.
• Must possess significant scheduling and database experience in order to coordinate multiple schedules, projects, deliverables - including data entry, report production and overall control and monitoring of projects and corporate systems in support of the organization.
• Assist as necessary with CADD drafting, editing, printing, and the assembly of reports, presentations, and materials for project, marketing, and other efforts, and provide direct support to the Proposal Production Center when needed.
• Attend meetings, as required, and take detailed notes. Prepare meeting minutes for review, approval, and distribution. Schedule and organize multiple calendars for meetings and events, including booking off-site venues/conference rooms.
• Coordinate travel arrangements for office staff as needed.
• Assist with managing budgets and other financial matters. Must be able to adhere to office budgets for supplies, safety equipment, employee welfare, etc.
• Coordinate projects that may involve working with all levels of internal and client management and staff, such as contractor and subconsultant agreements and scheduling access and traffic control vendors.
• Prepare and manage expense reporting.
• Maintain organized database and initiate new requests for Certificates of Insurance using Corporate vendor, Aon. Work with Aon Representative to ensure Certificates are accurate and up to date at all times on a bi-annual basis.
• Ensure all invoices from vendors are paid and that the Office is always in good standing. Resolve invoice issues quickly to avoid delays in payment.
• Maintain and manage all Office Fleet vehicles, including data entry of weekly mileage. Responsible for ensuring that mileage entries are entered into SharePoint on time weekly.
• Responsible for all safety matters of the Office, as the Designated Safety Representative, this may include tasks such as: inspection and report of AED machine, ensuring CPR certified staff uphold certifications, update the Emergency Office Plan as needed, attending safety meetings, and carrying out information and direction from Corporate to office.
• Responsible for all incoming and outgoing mail and shipping needs for all Office staff.
• Route and screen all incoming Office calls.
• Work with Property Manager and building Maintenance Staff to make sure that office space is well maintained and that ticket requests are reported and handled in a timely fashion.
• Serve as Human Resources point of contact for the Office, including onboarding new employees and connecting employees with relevant Human Resource staff for issues.
• Represent Michael Baker International at occasional local conferences and/or career fairs.
• Plan conference attendance, setup etc.
• Must possess some IT knowledge, including but not limited to - setting up new hire machines/docking stations.
• Lead the procurement of materials and supplies in support of the organization.
• Other duties as assigned.

PROFESSIONAL REQUIREMENTS

• High School diploma and 5+ years of related work experience providing support to multiple management staff. Higher education a plus.
• Proficiency with Microsoft Office suite.
• Experience with InDesign and ProjectWise.
• Excellent communication skills for internal staff and external clients; experience in general office support to include organization, filing, maintenance of document library, etc.
• Professional maturity and dependability.
• Ability to occasionally perform field work at project sites and operate vehicles, generally limited to inspections of structures under construction or in-service. This may entail working under traffic, limited lifting of heavy objects, using tools and equipment, climbing up and down roadway embankments, etc.
• Excellent English language skills, written and verbal, are essential to success in this role, as well as excellent listening skills.
• Document control experience.
• CADD experience.
• Notary Public, South Carolina preferred.

COMPENSATION
The hourly range for this position is $20.36 - $50.88/hr. This will be dependent on the experience and expertise of the incoming candidate.Michael Baker International, a leading provider of engineering and consulting services, including design, planning, architectural, environmental, construction and program management, has been solving some of the world's most complex infrastructure challenges for more than 80 years with a legacy of expertise, experience, innovation and integrity.

Based in Pittsburgh and with nearly 100 offices nationwide, we partner with clients on everything from roads, bridges, tunnels, mass transit, and airports, to water treatment plants, arctic oil pipelines, environmental restoration and specialized overseas construction. We serve as a trusted adviser to the communities we serve, making them safer, more accessible, more sustainable and more prosperous.

We provide visionary leadership in facilitating transformational change for our clients. Our work delivers differentiating innovations and dedicated experts who challenge the status quo and share a world of diverse experience and an impassioned entrepreneurial spirit. We deliver quality of life.

We Make a Difference.

Michael Baker International is proud to be an Affirmative Action/Equal Opportunity Employer. Michael Baker International provides equal employment opportunity for all persons, in all facets of employment. Michael Baker International maintains a drug-free workplace and performs pre-employment substance abuse testing and background checks. As a covered federal contractor, Michael Baker International is required to comply with Executive Order 14042, Ensuring Adequate COVID Safety Protocols for Federal Contractors, and its implementing guidelines. If the federal vaccine mandate is found to be valid and enforceable, this will include ensuring that all covered employees are fully vaccinated for COVID-19, except in limited circumstances where there is a legal entitlement to an accommodate. In addition, you may be subject to current or future state or local COVID-19 vaccine mandates that could become a condition of your employment based upon your work location or involvement on a project. Accordingly, Michael Baker encourages you to provide satisfactory proof that you are \"fully vaccinated\" for COVID-19 so as to ensure compliance with any potential applicable federal, state, or local laws. We encourage all qualified applicants to apply for any open position for which they feel they are qualified and all will receive consideration for employment without regard to race, color, religion, age, gender, sexual orientation, gender identity, national origin, citizenship status, marital status, genetic information, disability, protected veteran status or any other legally protected status.

EEO is the Law. Applicants to and employees of Michael Baker International are protected under Federal law from discrimination.Michael Baker International is actively seeking a full time Office Services Manager to join our dynamic Greenville, SC Operations Team. In addition to operational assistance, the Manager will support employee activities, engineering and construction projects, and office and field day to day tasks, especially in engagement assignments that require logistics and planning, project support, office organization, marketing support, etc.