Office Manager / Administrator

Dewberry is seeking an Office Manager/Administrator for our Daphne, AL office, who is energetic, organized, and detail oriented. The successful candidate will support the office as well as professional and technical team. Must exercise initiative, judgment, and knowledge of company practices, policies and organization. Position requires 40 hours a week in office and is not a remote position. 

Dewberry is a leading, market-facing professional services firm with more than 50 locations and 2,000 professionals nationwide. What sets us apart from our competitors are our people. At Dewberry, we seek out exceptional talent and strive to deliver the highest quality of services to our clients. Whether you’re an experienced professional or a new graduate, you’ll have the chance to collaborate with the best and brightest and work on innovative and complex projects at the forefront of the industry. Our commitment to excellence stems from our personal integrity and from other defining attributes, which we call “Dewberry at Work,” that have inspired our employees to be successful for more than a half-century.

• Assist Office Manager and Department Heads to manage day to day logistics of the office.
• Provide necessary administrative support to project managers and technical teams.
• Welcome and prepare for visitors and guests.
• Manage inventory of office equipment and supplies including review inventory spread sheet weekly. Order new supplies as necessary.
• Ensure all production equipment is stocked with back up supplies and in good working order.
• Check break room frequently and ensure facilities are in clean and in good working order.
• Assist Project Manager Deputy (PMD) with sending out invoices, managing contract documents, processing project reports and collections/payments, when needed.
• Create and/or prepare spreadsheets, memos, letters, and reports for projects.
• Manage staff meetings and staff events for community engagement.
• Coordinate meetings and events for projects.
• Prepare materials for meetings (agendas, presentations, documents, notes).
• Printing, copying, and scanning, when required.
• Manage shipping & couriers.
• Coordinate and mange office improvements and/or repairs, as needed.
• Check daily correspondence.
• Track office assets and inventory.
• Archive projects/documents, as needed.
• Track equipment maintenance.
• Support onboarding of new staff and assist with new hire paperwork, as necessary.
• Handle sensitive information with complete discretion.
• Manage travel for Professional staff and senior managers, when needed.
• Respond to and communicate with clients via phone, email, letter, and in-person with professionalism and sensitivity.
• Schedule meetings and schedule food and beverage services during meetings when needed. Set up Teams meetings and send reminders.
• Take interest in and participate in key company initiatives.
• Other duties as assigned.

• Bachelor’s degree or equivalent experience required.
• 5+ years of experience in the field or in a related area preferred.
• Strong proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat.
• Notary in Alabama preferred, or ability to obtain notary within 6 months.
• Interest in learning about the civil/environmental engineering industry, which will allow for growth potential.
• Must have a strong work ethic, excellent time management skills and proactive mindset.
• Ability to work independently while following instructions and pre-established guidelines to perform the functions of the job.