Office Administrator Job at Civil Science (Dickinson)

Office Administrator

Civil Science

Location:
United States , Dickinson

Category:
Office Administration

Contract Type:
Not provided

Salary:

Not provided

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Job Description:

Civil Science is seeking an experienced Part Time Office Administrator to support our North Dakota Management team in our Dickinson, ND Office. This is more than just an administrative role, it’s a key position that helps drive efficiency, culture, and collaboration within our growing firm. In this role, you will work closely with employee owners, ensuring seamless office operations and supporting the success of our North Dakota team.

Job Responsibility:

Manage the North Dakota Management team’s calendars, including scheduling meetings, conference calls, and other events
Attend key meetings, take notes and facilitate follow-up with both internal and external resources
Manage task lists and priorities to ensure deadlines are met
Screen telephone calls, incoming mail, and other correspondence
Develop communication/documentation materials for Idaho management team, including use of spreadsheets and graphical tools
Assist with special projects as needed
Perform other administrative duties as assigned
Process and verify client invoices, ensuring accuracy and compliance with company policies and NDDOT requirements
Work closely with other departments to gather financial information and provide support
Assist in the development of proposals
Work with and understand Accounts Payable and Accounts Receivable processes
Monitor and manage the cultural health of all discipline staff assigned to the office, including implementation of events and activities focused on the improvement of office cultural health
Manage daily office operations, including facilities, supplies, and equipment maintenance
Coordinate with administrative staff, delegating tasks and monitoring performance to ensure efficiency
Develop and enforce office policies and procedures to maintain a safe, organized, and compliant workplace
Coordinate logistics for meetings, events, and travel arrangements for staff and leadership
Oversee vendor relationships and manage contracts for office services, including IT support, cleaning, and maintenance
Support budget tracking for office-related expenses, providing regular updates to administrative leadership
Address employee concerns related to office operations and work collaboratively to resolve issues
Ensure adherence to health, safety, and regulatory requirements within the office environment

Requirements:

5+ years of experience in coordination, administration, or operations
Proficiency in Microsoft Office Suite
Strong written and verbal communication skills
Demonstrated ability to multitask, prioritize, and adapt in a fast-paced environment
Superior organization skills with an eye for details
Self-starter, with ability to work independently as well as part of a team and perform assigned and unassigned tasks
Attention to detail and accuracy
Ability to effectively maintain confidentiality
Ability to balance administrative efficiency with fostering a positive workplace culture
Strong organizational and problem-solving skills for managing competing priorities
Clear and proactive communication with leadership and staff ensuring alignment with operational goals
Ability to adapt to evolving office needs and implement process improvements
Balancing Office Administrator roles while working within a Team
Demonstrate a willingness and ability to act in the best interest of the firm
Understanding of company policies, procedures, and budgets associated with this role
Candidates must have a valid driver’s license and be able to pass both a criminal background check and driving record review

Nice to have:

Previous experience in Engineering firm accounting with knowledge of governmental requirements
Familiarity with Deltek Vantagepoint or Deltek Vision ERP
2-4 yr college degree
Graphics software experience a plus

What we offer:

Ownership in Your Future through Employee Stock Ownership Plan (ESOP)
Room to Grow with agile structure and career acceleration
Work-Life Harmony with flexibility
Comprehensive Benefits including three weeks of PTO, eight holidays, medical, dental, vision, life insurance, short/long-term disability, tuition reimbursement, and a 401K plan

Additional Information:

Job Posted:
December 31, 2025

Employment Type:

Parttime

Work Type:

On-site work

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