GEI Consultants Careers

Description

Your role at GEI. 

The Regional Administrative Team Manager will provide leadership, coordination, and oversight of administrative operations across approximately 16 offices/branches within the East Region. This role manages a team of administrative professionals and ensures consistent, efficient, and high-quality support in office/branch operations, document preparation, records management, business development support, vendor coordination, facilities support, and business administration. The position plays a critical role in standardizing processes, improving service delivery, supporting regional leadership, and enabling technical staff to focus on client service and project execution. 

Essential Responsibilities & Duties 

Regional Leadership & Team Management 

• Lead, supervise, and develop a regional team of administrative staff across multiple offices/branches.
• Ensure consistent service delivery, communication, and balance workload across offices/branches.
• Support recruiting, onboarding, training, and performance management of administrative staff.

Branch Operations & Facilities 

• Oversee daily office/branch operations including reception, mail, supplies, scheduling, and workspace organization.
• Coordinate office moves, buildouts, storage, and decommissioning activities (Region & Office/Branch).
• Manage facilities-related vendor services and office/branch logistics.

Document Preparation & Records Management 

• Oversee preparation, formatting, proofreading, and editing of reports, letter proposals, and correspondence.
• Maintain document control standards, templates, and filing systems.
• Lead digital records management and scanning/archiving initiatives.

Business Development and Marketing Support

• Assist with client contract administration and subcontract execution.
• Track proposal opportunities and support CRM data maintenance.
• Support RFP/proposal production and data collection, including formatting, compilation, printing, binding, packaging, and shipping.
• Assist with prequalification processes, including standardized form completion, tracking requirements, and renewal coordination.
• Coordinate conference and event logistics, including swag ordering, branding consistency, vendor coordination, material storage, and shipment.
• Provide administrative support for compliance-related submission requirements (e.g., notarization, standard forms, client-specific documentation).
• Coordinate with Marketing to support repeatable pursuit, prequalification, conference, and proposal production processes across the region.

Vendor & Procurement Management 

• Manage vendor relationships including office supplies, shipping, printing, and services.
• Negotiate pricing, resolve issues, and coordinate account administration.
• Ensure proper purchasing practices and cost efficiency.

Financial & Administrative Coordination 

• Support invoice processing, approvals, and issue resolution with Accounting.
• Track and manage administrative documentation for compliance and auditing.
• Coordinate business support reporting such as projections and operational tracking.

Business Support & Compliance 

• Oversee onboarding/offboarding processes and administrative workflows.
• Manage certificates of insurance (COIs) and compliance-related tracking.
• Support meetings, events, and leadership administrative needs.

Asset & Equipment Oversight 

• Coordinate management of company vehicles and specialized field equipment.
• Ensure proper scheduling, maintenance tracking, and regulatory compliance.

Minimum Qualifications 

• Bachelor’s degree in business administration or related field (or equivalent experience).
• 7–10+ years of administrative experience with leadership responsibilities.
• Experience supporting multi-office/branch or regional operations preferred.

Skills & Competencies 

• Strong leadership and organizational skills.
• Advanced proficiency in Microsoft Office.
• Excellent communication and interpersonal abilities.
• High attention to detail and commitment to quality.
• Ability to manage multiple priorities in a fast-paced environment.
• Bookkeeping or accounting skills a plus.
• Notary public or willingness to obtain notary designation.

Success Measures 

• Consistent administrative performance across all offices/branches.
• High-quality, timely document delivery.
• Improved efficiency through standardized processes.
• Positive feedback from leadership and other staff.
• Strong team engagement and retention. 

We are GEI. 

Some of the world’s most pressing problems – from climate change to sustainable development, to critical infrastructure and the future of our energy supply – need our brightest and diverse minds working together to create safer, more resilient communities for tomorrow.  

We are technical experts, collaborators, and entrepreneurs who draw from diverse backgrounds to solve our clients’ most complex challenges.  

With several offices across North America, we offer a range of engineering, science, and technical consulting services. Our range of expertise, project types, and culture make us the choice for top talent in the AEC industry. See all our office locations here.

Employee-owned. Employee-focused.  

As an employee-owned company, our employees support our flat leadership structure, have a say in how our business operates and benefit from our financial success. We are committed to employee growth with career development opportunities, competitive total rewards, a well-being program, flexible work arrangements and more.  Our company culture is driven by our 4 Cs – we are Client-Centered, Curious, Collaborative, and Community Minded – which support our focus on sustainability, safety, diversity, equity and inclusion. Get to know us better by visiting GEI’s career site here.

GEI’s Total Rewards Package Includes 

• Market-Competitive Compensation, including Eligibility for an Annual Performance Bonus
• Pay Range For This Position: $94,022.00 – $101,077.00/year 
• Comprehensive Benefits Program, including Medical, Dental, Vision, Life, Disability and More
• Well-Being Program and Paid Parental Leave
• Commuter Benefits
• Hybrid Work Schedules and Cell Phone Stipends
• GEI University (GEIU) with Continuing Education Assistance and Tuition Reimbursement
• Connecting Conversation Program with a Focus on Professional Development and Opportunities for Advancement
• Support and Financial Rewards for Publication Awards, Professional Dues, and Professional Licenses
• Paid Holidays and Generous Paid Time Off Program
• Rewards and Recognition
• GEI-Funded Profit Sharing and 401(k)
• Opportunity to be an Owner and Shareholder (Learn more here)
• A Vibrant Culture that is Focused on Partnership, Sustainability, Giving Back to Our Communities and Diversity, Equity and Inclusion
• And More… 

PHYSICAL REQUIREMENTS

GEI is an AA/equal opportunity employer, including disabled and veterans.