Gannett Fleming

  • Office Administrator

    Job Locations US-PA-Pittsburgh
    Job ID
    # of Openings
    Job Category
    Administrative & Office Support
    Employment Status
  • Company Overview


    At Gannett Fleming, we believe in improving the lives of the people we serve. We believe in innovation and social responsibility. We believe in the diversity of our team and the creative solutions they provide. We believe in embracing change and emerging technologies while maintaining an unmatched standard of quality. We believe in creating an environment where employees can thrive at home and at work. We believe in engaging our employees, building lasting relationships with our clients, and, in turn, making a difference in the world.


    Excellence Delivered As Promised. It’s more than a slogan. It’s our standard. It’s the expectation we place upon ourselves as individuals and as a company. It represents our commitment to our valued clients, industry partners, and employees. It’s our earnest pledge to do what we say. It’s the core of who we are as a firm and the foundation upon which all of our relationships and projects are built.

    What You Will Do


    Gannett Fleming is seeking a motivated Office Administrator/Project Manager Assistant to join our Pittsburgh, PA office. Join our Journey!


    Office Administrator Responsibilities:

    • Reports to the Regional/Global Business Line Administrative Manager.
    • Supervises administrative staff including: Project Manager Assistants, and clerical staff in the Pittsburgh and Mercer, PA offices
    • Provides administrative support to Regional Business Line Leaders, Office Principal, management and office staff.
    • Assists Office Principal and Senior Managers in developing, encouraging, and maintaining Pittsburgh staff cohesiveness and a sense of community.
    • Performs Human Resources duties, such as new hire and termination paperwork, new hire orientation, assisting employees with timesheets and expense reporting, as needed.
    • Coordinates directly with corporate support staff (marketing, human resources, legal and accounting) and other office managers where needed to resolve, technology, human resources, financial and operational matters impacting the office.
    • Provides communications concerning all company policies, procedures, directives and activities to the employees in the office.
    • Organizes all office resources to support the efficient execution of services to clients, including: office space and leasehold improvements, furniture and fixtures, engineering equipment, and automobiles.
    • Keeps Regional Administrative Manager informed of, project schedules, staffing needs, new work, client relations, personnel problems, financial results, equipment, facility and organizational needs.
    • Coordinates Pittsburgh building maintenance calls and serves as the contact for property management.

    Project Manager Assistant Responsibilities:

    • Provides project manager assistance and project accounting throughout the life-cycle of a project from proposal and project set up through project closeout.
    • Manages projects in BST application including opening and closing projects, processing change orders, processing client and vendor invoices.
    • Compiles required documentation for all new and active projects including items listed in the Project Management and Quality Guidelines.
    • Reviews contract requirements for accepted overhead rates, contract fee types, invoicing procedures, insurance requirements, customer survey submission, and subcontractor information.
    • Reviews contracts and coordinates contract reviews with Project Managers and Corporate legal.
    • Provide administrative and accounting support for engineering projects while fostering excellent internal and external customer relations and service.
    • Ensures that each project or project phase is properly invoiced in a timely manner and manages all client accounts.
    • Monitors job status reports and takes appropriate action with department managers to ensure that projects are completed on schedule and within budget.



    Minimum Qualifications


    • Bachelor’s Degree - Business Administration, Finance
    • 15+ years’ experience in Office Administration /Office Manager and/or Project Manager Assistant(PMA)
    • Advanced proficiency in MS Outlook & Office (Word, Excel, & Outlook).
    • Project management background is required
    • Excellent verbal and writing skills and strong interpersonal communicator to interact with diverse personalities
    • Strong work ethic with an emphasis on delivering service at the highest level
    • High level of professionalism and discretion in business matters to handle confidential information.
    • Naturally nurturing and supportive professional with excellent listening skills, organized, resourceful problem- solver and reliable team player
    • Ability to multi-task and prioritize conflicting demands in a deadline-driven and at times high and highly demanding situations professionally.


    Preferred Qualifications


    • Office administration experience within the engineering, construction, or architecture industry. 



    Life at Gannett Fleming


    For more than 100 years, we’ve been a leader in global infrastructure solutions with a focus on planning, design, technology, and construction management services for a diverse array of markets and disciplines. Across more than 60 offices, 2,000+ highly qualified professionals are united in an unyielding commitment to deliver excellence to every client and every project, every day.


    Gannett Fleming is an Equal Opportunity Affirmative Action Employer, including veterans and disability status. Gannett Fleming Inc. will not sponsor an employment visa (e.g., H-1B visa), including any visa renewal during employment, for any candidate for this position. No relocation assistance will be provided for this position. Local residents will be given preference.


    NO AGENCIES PLEASE: Unsolicited resumes from third party agencies will not be accepted.


    Location: Pittsburgh, PA
    Working Hours: 8 AM – 5 PM
    Employment Status: Full-Time
    Internal Requisition ID:


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