Administrative Manager

Administrative Manager

As an Administrative Manager for Civil & Environmental Consultants, Inc. (CEC), you will play an integral role in managing the day-to-day operations of the Oklahoma City office. Reporting to the Office Lead, you will be responsible for administrative, operational, and office management functions that support employees, clients, and project teams. You will serve as a key resource within the office, ensuring business support activities are carried out efficiently, accurately, and professionally.

You will be responsible for office administrative duties such as answering phones, responding to incoming communications, coordinating meetings, preparing agendas, maintaining office records, and supporting daily office operations. You'll support project managers with document production, including technical reports, letters, presentations, and proposals. Responsibilities will include proofreading, editing, formatting, and reviewing documents for grammar, style, punctuation, consistency, and overall quality, as well as drafting and reviewing business correspondence and presentations.

You will play a key role in our quality assurance program by verifying that appropriate reviews of proposals, reports, plans, and other project deliverables have been completed in accordance with company standards. Responsibilities will also include coordinating internal peer reviews and supporting project administration activities.

You will support project teams through coordination with municipalities, counties, and other regulatory agencies for projects involving plats, planned unit developments (PUDs), zoning applications, easements, and related land development activities. Responsibilities include preparing, submitting, tracking, uploading, and downloading project documents through agency portals, coordinating required signatures, filing plats and easements, and facilitating Certificates of Insurance (COIs) as needed.

The Administrative Manager will maintain office and marketing inventories, coordinate purchasing activities, and serve as the primary liaison between the office and corporate support functions, including Information Technology, Human Resources, Accounting, Marketing, and Operations. This role will also coordinate helpdesk requests, office equipment needs, recruiting activities, application processing, new hire onboarding, ambassador assignments, and employee orientation activities.

Additional responsibilities include coordinating office vendors and service providers, managing facility-related activities, serving as the primary liaison with landlords and property management companies, reporting office expenses and unit charges to Corporate Accounting, and providing administrative support to the Office Lead.

The Administrative Manager will coordinate internal meetings, training activities, conference logistics, employee engagement initiatives, client events, recruiting events, and business development functions. This role will regularly interact with clients, visitors, vendors, and business partners while helping to ensure a positive office environment and exceptional client service.

Qualifications

• Minimum of a high school diploma; additional administrative training, college coursework, or professional certifications a plus
• 10+ years of administrative, office management, or related professional experience (A/E/C consulting industry experience is a plus)
• Proficiency with Microsoft Office and Adobe software
• Strong familiarity with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams
• Effective communication and interpersonal skills
• Strong proofreading, editing, and document formatting abilities
• Experience drafting and reviewing business correspondence, reports, and presentations
• Ability to communicate effectively with clients in person, on the phone, and in writing
• Ability to coordinate internal meetings, conferences, training programs, and associated logistics
• Experience managing office facilities, vendors, landlords, and property management relationships
• Experience coordinating municipal and county agency applications, plat filings, easements, zoning requests, and land development documentation preferred
• Experience coordinating Certificates of Insurance (COIs), internal peer reviews, and project administrative requirements preferred
• Ability to plan and execute employee engagement activities, client events, recruiting functions, and business development initiatives
• Experience supporting recruiting activities, application processing, onboarding, and employee orientation programs preferred
• Strong problem-solving and organizational skills
• Ability to manage multiple priorities, workflow expectations, and deadlines
• Ability to maintain confidential information with discretion and professionalism
• Highly dependable and trustworthy with a positive attitude; and
• HR, accounting, or business operations experience a plus

About Us

We have experts! CEC is consistently ranked as a Top 500 Design Firm and Top 200 Environmental Firm by Engineering News-Record. We are looking for people who enjoy using their education and experience to solve difficult technical problems and work on interesting projects. You can accomplish this while working with a team of professionals who are equally motivated to provide high levels of service to our clients and to teach you along the way.

We have support! We have a variety of Employee Resource Groups, including CEC Community focused on giving back to the communities in which we work; CEC Ignite focused on helping professionals early in their careers to develop their pathway; CEC iDEA focused on inclusion, diversity, equality, and acceptance; and CEC Women focused on creating internal and external opportunities for women to network and leverage professional experience!

We care about our people! People and Culture are two of the five elements of our strategic plan. When you care about your people, they will want to grow a career with you that is our goal. CEC offers you a small-firm work environment with large-firm opportunities. Not only will we help you develop professionally, but we will also provide an opportunity to become an owner of the firm and share in its success.

CEC offers a matching 401(k); profit sharing; a performance bonus; company stock; medical, dental, and vision insurance; short and long-term disability; tuition assistance; professional development; and work-life balance.

CEC is an equal opportunity. We do not discriminate in recruiting, hiring or promotion based on race, color, religion, sex (including sexual orientation, gender identity or expression, transgender status), national origin, age, disability, protected veteran status or any other basis or characteristic prohibited by applicable federal, state, or local law.

THIRD PARTY RECRUITERS

If CEC has not expressly requested recruiting services or contractually engaged with you for recruiting services on a specific position, any resumes or candidate profiles sent to CEC shall be considered unsolicited. Therefore, any such submissions will be considered property of CEC, with no associated fees due to your firm.