Office Administrator

AECOM is seeking a detail-oriented and organized Office Administrator for the Frederick Douglass Tunnel (FDT) Integrated Program Office (IPO) in Baltimore, MD. AECOM is the delivery partner for Amtrak on the FDT Program that will upgrade a ten-mile section of the Northeast Corridor (NEC), America’s busiest passenger rail line. The IPO, with a capacity of nearly 125 work stations, has been set up to facilitate coordination among multiple FDT program partners, including CMAR contractors, Design Teams and other stakeholders, for this long-term major infrastructure program. This role requires 5 days per week, Monday-Friday, in the assigned office.

Responsibilities include, but may not be limited to, the following

• Oversee daily office operations and ensure efficiency. Ensure compliance with applicable safety and security plans, policies, and procedures.
• Support change of office location from temporary to permanent suite. Coordinate updates to presentation including permanent space move-in details and building specific items.
• Implement important employee engagement programs.
• Manage office equipment and facilities and provide guidance and support to team members regarding how to utilize, keep clean, and troubleshoot.
• Manage office supplies inventory and order replacements as needed. Maintain order logs, receipts, and payment approval documentation.
• Coordinate meeting room schedules and oversee assignment of desks and hoteling workspace reservations.
• Handle IPO related incoming and outgoing emails, phone calls, and package deliveries.
• Point of Contact (POC) for IPO emergency and evacuation drills, liaison to security and safety team within program and externally.
• Procure and deliver building access / ID badges to team members in compliance with applicable policies and procedures.
• Maintain badging logs, visitor lists, sign in sheets.
• Coordinate with building manager on security, maintenance and janitorial services as needed.
• On a regular weekly schedule, visually check the interior of the office suite, supplies, kitchen, breakroom, appliances, doors, etc. for issues, defects, cleanliness and maintenance.
• Initiate maintenance requests with building manager and follow up accordingly.
• Supervise / mentor / support other administrative staff, as needed.
• Liaise with vendors, service providers, and external partners. Facilitate and manage special events planning including refreshments, supplies, and audio-visual requirements.