Office Manager/Coordinator

Job Description

DPR Construction is seeking a self-motivated, organized, and personable Office Coordinator with 5+ years of successful experience within an administrative/support function in a fast-paced or high-volume environment to oversee the day-to-day functions of our Santa Clara office. You pride yourself on anticipating the needs of our offices, employees, and visitors, strive to make people feel welcome. You'll make it your personal mission to ensure a best-in-class employee experience by taking care of our people and the space in which we work. This position will work with all members of the organization, as well as our clients and vendors, and will be responsible for the following:

Duties and Responsibilities

• Oversee all office support positions. Coaching and mentoring to help them grow in their role. Coordinating and sharing in duties of the office to work as a Team
• Act as the point of contact for facilitating essential internal communications
  • Monthly Birthday/Anniversary Calendars
  • Overall Office Communication; Fire Drills, special events, general office notices

• Invoice Workflow: Code invoices for office-related services
• Oversee and coordinate vendor maintenance for office equipment (i.e. Beverage machine, coffee machine, printers, etc.)
• Partner with and support internal Facilities Manager
• Facilitate Office safety documents and information. (emergency plans/supplies)
• Create and analyze financial reports. Ie office overall budget, budget tracking, etc.
• Support of the purchasing card program within this Business Unit.
• Support the Learning & Development Manager with in-person training initiatives including planning, day-of logistics, and data management
  • Assist with scheduling training sessions
  • Booking training rooms
  • Ordering catering
  • Preparing and gathering materials
  • Sending email reminders to learners
  • Serving as an administrator for Workday Learning as needed, assisting with class creation and training data entry
• Support in coordination for on-site Interviews: reserving conference rooms, meals, leading candidates to correct spaces, etc.
• Supporting Onboarding Coordination/New Hire Orientations
• Partner with internal support teams such as Learning & Development, IT and Human Resources to ensure a seamless on-boarding experience for new hires
  • Ensure tech & supplies are ordered and available in advance of the candidate's start date (Laptops, Cell Phones, Business Cards, Etc.)
  • Schedule conference rooms, catering, and speakers for monthly onboarding dates
  • Manage monthly onboarding experience with the support of the Talent Partner
• Resolve or escalate calendar conflicts as needed
• Manage the successful execution of all office events, including Town Halls, wine bars, holiday parties, family picnics, subcontractor and vendor events, etc.
  • Coordinate with facilities, caterers and vendors
  • Decorate and order supplies
• Employee holiday gift distribution
• DPR internal celebrations (wine bars, happy hours, Ping Pong, Corn Hole etc.)
• Support community initiatives/charitable work coordination
• Play a key role in the relocation and establishment of our new Corporate Headquarters in Santa Clara

Qualifications and Skills:

• 5+ years of successful experience as an Office Coordinator/ Manager/Administrator
• Strong verbal and written communication and people skills.
• Comfortable working independently and collaborating closely with a Team
• Ability to effectively work with senior level individuals throughout the firm
• Anticipate possible issues before they arise, and effectively problem solve in advance using creative thinking and collaborative problem solving.
• Ability to identify and resolve complex issues.
• Team player with the ability to remain flexible with day-to-day tasks.
• Knowledge of Bluebeam and CMiC a plus.
• A strong work ethic and a "can-do" attitude.
• Ability to maintain discretion and strict confidentiality
• Strong Customer Service skills
• Proven Reliability and Punctuality
• High attention to detail and multi-tasking

• Proficient with Microsoft Office (OneDrive, Outlook, Word, Excel, PowerPoint, Teams, etc.)
• Ability to work independently and take ownership of role and responsibilities
• This is an in-office, public-facing role, and will require being onsite daily, with occasional late hours

(for example, when hosting events)

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer
• Able to be on your feet for extended periods of time
• Travel to and from the office as well as assigned job site(s)
• Must be able to lift up to 20lbs

#LI-JO2

Anticipated starting pay range:
$70,045.00- $120,077.00
Nothing is more important than your health and wellness. DPR offers a variety of medical, dental, vision and wellness benefits to keep you healthy. Read more about eligibility and available benefits programs

for skilled craft and labor or experienced professionals and recent graduates.

DPR Construction is a forward-thinking, self-performing general contractor specializing in technically complex and sustainable projects for the advanced technology, life sciences, healthcare, higher education and commercial markets. Founded in 1990, DPR is a great story of entrepreneurial success as a private, employee-owned company that has grown into a multi-billion-dollar family of companies with offices around the world.

Working at DPR, you'll have the chance to try new things, explore unique paths and shape your future. Here, we build opportunity together-by harnessing our talents, enabling curiosity and pursuing our collective ambition to make the best ideas happen. We are proud to be recognized as a great place to work by our talented teammates and leading news organizations like U.S. News and World Report, Forbes, Fast Company and Newsweek.

Explore our open opportunities at www.dpr.com/careers.