Administrative Assistant - job 1 of 12

Overview

Kimley-Horn, one of Fortune Magazine’s “100 Best Companies to Work For,” has an exciting opportunity for an Office Coordinator to join our team in Fort Collins, CO!

We are seeking a proactive self-starter to provide administrative support to our growing team in Fort Collins.This is an in-office role at 3325 South Timberline Road, Suite 130, Fort Collins, CO 80525. This role will start part-time (20-25 hours/week) with the potential for the role to grow into full-time.

The person enjoys organization, loves interacting with people, and remains flexible when plans change. Your strengths include keeping things in order, proof reading, and completing tasks efficiently. You are resourceful, can juggle multiple roles, and generate positive energy. You excel in uncertainty and enjoy creating innovative solutions. You should be thoughtful, an excellent writer, highly detail-focused, and eager to help and learn. This role involves a mix of administrative duties and projects like event planning and supporting marketing efforts.

Responsibilities

Office Management:

• Manage front desk reception area; greet visitors both face to face and on the phone.
• Maintain general housekeeping for reception area, conference rooms and breakroom; perform floor walks to identify facility needs, i.e. light bulbs, leaks, etc.; coordinate various building maintenance activities with Regional Facilities Coordinator and property management.
• Manage office supply orders to ensure office supplies are always stocked; submit special supply order requests as needed.
• Manage calendar of shared office resources including conference rooms, booking time slots and handling scheduling conflicts as necessary.
• Coordinate ID badge access and desk space for new hires and office visitors.
• Manage incoming and outgoing mail/packages, including making labels, distributing mail, ordering/printing postage and mailing supplies as needed.
• Partner with internal groups to coordinate space and catering as needed.

Administrative Support:

• Assist with word processing including revising client proposals and fee estimates, scope of services, forms, progress reports, and other project documents
• Assist with proofreading and/or revising client proposals, fee estimates, scope of services, various forms, progress reports, and other project documents.
• Assist with producing plans, project manuals, and reports 
• This can consist of copying, printing, binding, filing, and scanning documents
• Compile meeting agendas, minutes, and other miscellaneous documents
• Proactively manage Outlook calendars (meetings/call scheduling)
• Book travel arrangements and manage expense reports
• Support the office’s monthly invoicing activities
• Partner with other administrative staff firm leaders
• Manage reception activities including: answer/direct phone calls, send/receive packages, and greet visitors 
• Order supplies
• Maintain and upkeep production rooms, supply rooms, and common areas
• Assist with event planning and coordination
• Run occasional errands
• Coordinate travel and manage expense reports; may receive and process invoices.
• Order catering for internal and external meetings.
• Special projects as identified.

This job is ideal for someone who is:

• • People-oriented: thrives on interacting with others and enjoys teamwork; easily engages in conversation with anyone.
  • Autonomous/Independent: enjoys working with minimal direction.
  • Dependable: consistently reliable with a take-charge mentality.
  • Service-minded: instinctively helps others and truly enjoys doing so.
  • Capable of projecting a positive demeanor regardless of circumstances.
  • Self-motivated: can follow instructions while also showing initiative and decision-making abilities.

Qualifications

• 4+ years in a corporate/professional environment in an Administrative role
• H.S. Diploma or equivalent; Bachelor's degree preferred (with at least 2 years of admin experience)
• Proficient with MS Office applications, including Outlook, Teams, Word, Excel, PowerPoint.
• Strong writing, editing and proofreading skills.
• Valid driver’s license; ability and willingness to run local errands regularly, i.e. dropping off documents/permites/events
• Able to anticipate needs, multi-task and support multiple project managers.
• Able to learn new tasks and/or software programs quickly.
• Strong verbal and written communication skills (grammar/proofreading)
• Professional, organized, client-oriented, and deadline driven
• Proven ability to maintain confidentiality
• Able to anticipate needs and manage competing priorities
• Positive team player with commitment to quality
• Self-starter who can thrive in an environment where leaders often travel off site serving clients 
• Contract management and billing experience preferred
• Graphics and PowerPoint skills preferred

Additional Preferred Qualifications:

• Valid Notary, or ability to become quickly certified.
• Familiarity with Bluebeam
• Experience in the consulting industry, particularly in engineering or architecture, is beneficial.

Hourly Range:

$24.00-$28.00 per hour

The provided range is based on applicant’s education, experience, skills, abilities, geographic location, internal equity, and alignment with market data.

Why Kimley-Horn?

At Kimley-Horn, we do things differently. People, clients, and employees are at the forefront of who we are. Clients know we prioritize achieving their goals and growing their success. Employees know our culture and approach to business are built on a desire to provide an environment for everyone to flourish. Our commitment to quality is only as good as the people behind it— that’s why we welcome and develop passionate, hardworking, and proactive employees. We take pride in how our employee retention, robust benefits package, and company values have led to Kimley-Horn’s placement on the Fortune “100 Best Companies to Work” list for 17 years!

Key Benefits at Kimley-Horn

• Exceptional Retirement Plan: 2-to1- company match on up to 4% of eligible compensation (salary + bonus) and additional profit-sharing contribution.
• Comprehensive Health Coverage: Low-cost medical, dental, and vision insurance options.
• Time Off: Personal leave, flexible scheduling, floating holidays, and half-day Fridays.
• Financial Wellness: Student loan matching in our 401(k), and performance-based bonuses.
• Professional Development: Tuition reimbursement and extensive internal training programs.
• Family-Friendly Benefits: New Parent Leave, family building benefits, and childcare resources.