Senior Office Administrator

Southborough, MA
Full Time
Business Operations
Mid Level
Code Red Consultants is seeking a proactive and highly organized Sr. Office Administrator to play a key role in our Business Operations team. This role will provide high-level administrative support to leadership, manage key operational processes, and ensure seamless day-to-day functions across the company. The ideal candidate thrives in a fast-paced, team-oriented environment, has exceptional attention to detail, and is skilled in organizing and structuring information effectively. They should be adaptable, resourceful, and eager to learn and apply new tools to enhance efficiency and support decision-making. If you are a self-starter with strong communication skills and a passion for operational excellence, we encourage you to apply!

WHAT YOU WILL DO:

GENERAL ADMINISTRATIVE SUPPORT

  • Provide high-level administrative support to the leadership team (Vice Presidents and Technical Leaders), including strategic and internal meeting coordination, document preparation, tracking actions/follow-ups, professional development tracking, business travel coordination, and expense management.
  • Leverage automation solutions to streamline document creation, meeting materials, and initial drafts of other documents for leadership.
  • Leverage advanced Microsoft Office Suite skills – particularly in a modern SharePoint environment – to create, manage, and manipulate data. Proficient in Excel, PowerPoint, Word, Loop, and Planner, with a strong ability to structure and present information effectively.
  • Manage business registrations, professional credentialing, and maintain related tracking systems to ensure regulatory and operational requirements are met.
  • Serve as a backup for Office Administrator responsibilities, including managing main phone lines, reception duties, email correspondence, and mail operations to ensure smooth day-to-day office functions.

DATA MANAGEMENT AND REPORTING

  • Maintain and enforce company file and folder structure standards by documenting workflows, organizing digital documentation, ensuring proper naming conventions, version control, and master document updates for accessibility and collaboration efficiency.
  • Manage project data within an ERP (e.g. Unanet) and other project software, ensuring accurate setup, updates, and closeouts to support project reporting needs.
  • Set up and optimize automation tools to generate reports, detect trends, and deliver actionable insights, ensuring leadership has real-time data for informed decision-making.
  • Generate and distribute structured reports and project updates to leadership teams on a weekly, monthly, and quarterly basis.
  • Perform data exports, cleanup, and maintenance across various software systems, ensuring high data integrity and accuracy.

PROJECT SUPPORT

  • Support project managers and engineers by gathering data, maintaining records, and assisting with administrative tasks, including proposal generation and fee development.
  • Utilize proposal and fee development software to streamline the creation of proposals and fee estimates.

WHAT YOU WILL NEED:

  • Bachelor’s degree and 5+ years of administrative experience (AEC or professional services industry experience is a plus) or equivalent combination of education and related work experience.
  • Exceptional interpersonal skills and a natural ability to build relationships across diverse teams and effectively relay updates.
  • A strong willingness to develop a deep understanding of the firm’s business, policies, procedures, and data-driven decision-making processes to ensure accurate, efficient, and meaningful support.
  • Proven ability to manage multiple tasks, prioritize effectively, and ensure high accuracy in data tracking and reporting in a dynamic environment.
  • Willingness to embrace automation tools and software solutions to enhance efficiency in information delivery.
  • Ability to analyze data, identify discrepancies, and resolve exceptions proactively.
  • A proactive mindset, anticipating team needs and addressing them before they become issues.
  • Ability to handle sensitive financial and personnel information with discretion.
  • A team-oriented mindset and a curiosity to learn and grow alongside a passionate group of professionals.

ADDITIONAL INFORMATION:

  • Work Environment: In-office
  • Schedule: At least 40 hours, Monday – Friday. Company business hours are 8:00am – 5:00pm EST.

Code Red Consultants is an equal opportunity employer.

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