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.
PHYSICAL REQUIREMENTS WORK ENVIRONMENT
Functional Demands:
X
Sedentary
Light
Medium
Other
Activity Level Throughout Workday (check one per row)
Physical Activity Requirements Occasional (0-35% of day) Frequent (33-66% of day) Continuous (67-100% of day) Not Applicable Sitting
X
Standing
X
Walking
X
Climbing
X
Lifting (floor to waist level) (in pounds)
(0-25 lbs)
Lifting (waist level and above) (in pounds)
(0-10 lbs)
Carrying objects
X
Push/pull
X
Twisting
X
Bending
X
Reaching forward
X
Reaching overhead
X
Squat/kneel/crawl
X
Wrist position deviation
X
Pinching/fine motor skills
X
Keyboard use/repetitive motion
X
Taste or smell
X
Talk or hear
X
Accurate 20/40 Very Accurate 20/20 Not Applicable Near Vision
X
Far Vision
X
Yes No Not Applicable Color Discrimination
X
Sensory Requirements Minimal Moderate Accurate Not Applicable Depth perception
X
Hearing
X
