Office Administrator

Civil Science is looking for an experienced Office Administrator to join our team in our Twin Falls, Idaho office. The successful candidate will be responsible for providing administrative support to the Idaho Management in Twin Falls which currently includes a Vice President, an executive board member, and two project managers. This integral position will play a crucial role in managing day-to-day tasks and providing support to our Idaho team in a professional and organized manner. The Office Administrator oversees the cultural health and administrative functions of the office. This role ensures that office resources, processes, and staff are well-managed, creating a productive and collaborative work environment. The Office Administrator acts as a key liaison between leadership, staff, and external vendors to support the firm’s cultural goals.

Responsibilities:

• Manage the Idaho 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 ITD 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

Qualifications:

• 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.

Preferred Requirements:

• 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

Why Join Civil Science?

• Ownership in Your Future: At Civil Science, we’re proud to be a 100% employee-owned firm. Through our Employee Stock Ownership Plan (ESOP), you’ll have the chance to grow your career and save for retirement.
• Room to Grow: Say goodbye to corporate red tape. Our agile structure empowers you to take ownership of projects, explore new roles, and accelerate your career.
• Work-Life Harmony: Your time outside of work matters. We offer flexibility to ensure your career complements your personal life.
• Comprehensive Benefits: Enjoy three weeks of PTO, eight holidays, medical, dental, vision, life insurance, short/long-term disability, tuition reimbursement, and a 401K plan.

About Civil Science

Civil Science isn’t just another engineering firm—we’re a 100% employee-owned company with over 40 years of expertise and a bold vision for the future. Our team of talented engineers, surveyors, planners, and technicians partners with clients across the public and private sectors to deliver innovative and impactful solutions.

At Civil Science, we believe in investing in our people. As an employee-owner, you’ll enjoy unmatched opportunities for leadership, mentorship, and career growth, all within a culture that values collaboration, excellence, and entrepreneurial spirit. If you’re ready to join a firm that’s shaping the future of civil engineering, we’d love to have you on our team!

Candidates must have a valid driver’s license and be able to pass both a criminal background check and driving record review.

Civil Science evaluates and determines on a case-by-case basis whether it is willing to sponsor an individual to receive a temporary or permanent work visa (e.g., E-3, H-1B, H-1B1, or TN visa status).

Civil Science provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.