Administrator, Administrative Services

Every day, our team members do amazing things in pursuit of our shared purpose to build trust with our clients, partners, subcontractors, and teammates. No matter your background, education, or career path, if you share our vision to create extraordinary experiences, you belong at HITT.

Job Description:

The Administrator is a member of the administrative services team and reports to the Office Manager. This position supports all administrative needs at the Headquarters office. The ideal candidate presents a positive attitude and is eager to provide client and guest hospitality. The key to this position is attention to detail, time-management, organization, and a sense of urgency in providing service to internal and external clients.

This position works with many of HITT’s executive leadership team members and is expected to present a professional demeanor, maintain confidentiality and discretion, and utilizes a sense of urgency when working with these team members. In addition, the ideal candidate for this position will be a problem-solver who is proactive and comfortable working at a fast pace while maintaining a calm demeanor.

RESPONSIBILITIES

• Execute requests for Headquarters catering and coffee services as part of the concierge service.

• Maintain pantry operations and supplies.

• Maintain all Headquarters flex desks to ensure cleanliness and supplies as needed. Communicate deficiencies to the Office Manager and the Facilities manager.

• Maintain all Headquarters common areas, including print stations, conversational areas, flex desks, conference rooms, and break rooms; ensure cleanliness and supplies as needed. Run dishwashers weekly, or as needed.

• Book conference rooms or flex desks for team members as needed.

• Manage mail services for Headquarters, including distributing mail, assigning mailboxes, preparing shipping, and manage postage; order and maintain materials needed.

• Coordinate outgoing deliveries via courier, UPS, and Federal Express, ensuring pick-up and drop-off execution.

• Monitor and maintain printer / copier supplies for Headquarters and troubleshoot as needed.

• Provide production and printing services as assigned by the Office Manager and Marketing Team.

• Provide administrative support (set-up, printing, agendas, coordination of catering request, etc.) for all meetings requested by members of one of HITT’s governance committees, as directed by the Office Manager.

• Provide basic clerical services as requested by members of one of the governance committees, including drafting / editing / proofing correspondence, packaging, basic typing, filing, and copying / scanning.

• Contribute to corporate and internal event support as needed.

• Prepare promotional materials in support of governance committee members as needed.

• Provide receptionist desk coverage as needed.

• Provide marketing production support and promotional inventory.

• Assist the Marketing department with CRM support.

• Order and organize all catering and office supplies.

• Maintain materials creation for new team member orientation welcome bags in support of HITT University.

• Installs and removes office and cubicle signatures for new hires or relocations. The Administrator is responsible for reporting to the Office Manager any discrepancies found between physical layout and Staffmap.

• Pulls information from New Hire Onboarding report and prepares PPE needed for local and regional new hires.

• Collects and prepares the shipment of PPE to regional new team members and ensures that items are shipped timely to guarantee arrival before orientation day.  

QUALIFICATIONS

• A high school degree is required

• Proficiency in Microsoft Office, especially Word and Outlook, is required

• Knowledge of basic clerical and administrative procedures is required

• Knowledge of customer service principles and practices

• Intermediate reading, writing, and communication skills

• This position is fully on-site and is not eligible for remote work. 

HITT Contracting is an equal opportunity employer. We are committed to hiring and developing the most qualified individuals based on job-related experience, skills, and merit. All employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic. We value a respectful, inclusive workplace where everyone has the opportunity to succeed. HITT Contracting maintains a drug-free workplace, consistent with applicable local, state, and federal laws.