INTERA Incorporated is seeking a positive and enthusiastic Office Manager to oversee our corporate headquarters in Austin, Texas. This role is vital to our team, offering you the opportunity to engage with our local employees daily while also connecting with many others across the country and around the globe. You will be responsible for representing INTERA’s values and culture internally to your colleagues, and externally to our clients and vendors. Our ideal candidate is organized, self-motivated, and eager to provide solutions to any challenge.

If you are a proactive and outgoing professional who can wear multiple hats, we encourage you to apply!

Responsibilities

There is no typical day in the life of an Office Manager as you will be handling a wide range of administration, operations, facilities, and support-related tasks. For this reason, you must be able to work independently with little or no supervision. Responsibilities include but are not limited to:
 

Operations and Facilities

• Independently and directly managing the day-to-day business office operations for an office of 50 employees
• Managing all aspects of office supply acquisitions and inventory, including periodically performing cost analysis of vendor purchases to ensure the best value
• Acting as point person for mailing, shipping, supplies, and errands
• Coordinating with vendors who provide maintenance for office equipment
• Fielding incoming telephone communications and receiving visitors; providing general support to visitors
• Independently managing all details of internal and external office moves, including office setups for new employees that require coordination with the IT department for the shipping, setup, and maintenance of hardware
• Maintaining the appearance of public-facing and shared spaces within the office
• Maintaining office policies as necessary and assisting with the orientation of new staff members while positively representing INTERA’s culture
• Coordinating with the Manager of Facilities and Administration to manage relationships with all vendors, service providers, and leasing office(s)
• Coordinating with the Manager of Facilities and Administration to procure office equipment and furniture, coordinate office maintenance, and oversee construction
• Coordinating with the Chief Health and Safety Office to maintain a safe and secure working environment
• Managing our corporate apartment which includes ordering and delivering supplies, scheduling maintenance, and coordinating with the company apartment leasing office

Scheduling and Event Planning

• Organizing and scheduling meetings, appointments, interviews, and office staff activities to ensure maximum efficiency while maintaining shared spaces and conference rooms between meetings
• Participating actively in the planning and execution of company events
• Assisting with employee hotel and rental car arrangements as needed for company travel
   

Administration and Other

• Assisting staff with PDF compilation, document production, and shipping as needed
• Manage and handle confidential and sensitive information with discretion and in compliance with company policies and legal requirements
• Communicating with, supporting, and coordinating with the HR, IT, and Accounting departments as needed

Required Qualifications

• Highly skilled in Microsoft Office Suite (Word, Excel, PowerPoint) and Outlook
• Detailed oriented, organized, and self-motivated
• Excellent interpersonal skills and the ability to communicate clearly, verbally and in writing, with people at all levels of the company
• Proven skill in delivering exceptional customer service
• Experience with office management preferred, but not required
• Experience with Adobe preferred, but not required

About INTERA & Our Benefits

INTERA is a Top Workplaces USA 2024 award winner!

Founded in 1974, INTERA has grown into an international geosciences and engineering consulting firm that helps clients make informed business decisions, mitigate risk, and drive optimal outcomes in a multitude of industries. Building and sustaining a strong company culture is at the heart of INTERA’s practice of good stewardship. We strive to foster an environment where people love the work that they do and the place that they work because we believe that our employees are our most valuable asset. As an employee-owned company, we are committed to investing in our people’s needs for security, health, and well-being with:

• Medical, dental, and vision insurance that includes a free health plan option for employee-only coverage
• 401(k) plan with employer match and a Student Debt Retirement Savings Program
• Paid parental leave – up to 12 weeks for birthing and non-birthing parents
• Group term life and accidental death and dismemberment insurance, short-term and long-term coverage – paid 100% by the company
• Paid holiday, at least 3 weeks of vacation per year, and sick time
• Opportunities for stock ownership
• Performance-based bonuses and award programs for technical paper publication and employee referrals
• Career coaching instead of performance evaluations
• Tuition reimbursement, financial assistance for professional licensure and registration, and one paid membership to a professional society
• Pet insurance, LegalShield, IDShield, and more

These are some of the reasons why many of our employees have spent 10 to 25 years at INTERA. We love what we do, and it shows.