Administrative Assistant - #3067

Typical responsibilities include:

Serve as acting office receptionist, managing front-desk operations including greeting and assisting visitors, answering and directing phone calls, coordinating client interactions, scheduling and supporting meetings, order catering, and preparing conference rooms to ensure meetings run smoothly.
Manage requests submitted through the Administrative Support Desk ticketing system, ensuring timely proofreading, formatting, and finalization of documents such as transmittals, memorandums, correspondence, agreements, amendments, reports, meeting agendas, meeting minutes, and contract specifications.
All administrative correspondence should be saved in ProjectWise to ensure a centralized, secure, and auditable record of project communications. Storing emails, letters, meeting minutes, and related documents in the system helps maintain version control, supports regulatory compliance, and ensures all team members have access to the most current and complete information.
Prepare and distribute outgoing documents via regular United States Postal Service and United Parcel Service, ensuring accurate addressing, proper packaging, and selection of appropriate shipping methods. Track shipments, maintain mailing records, and coordinate delivery timelines to ensure timely and secure receipt of materials.
Assist with office operations by coordinating maintenance requests, monitoring office supply levels, supporting equipment needs, and communicating with vendors and building management as directed.
Support office budget activities by processing invoices, tracking expenses, and coordinating with vendors as directed.
Support office safety initiatives for office location by conducting monthly safety inspections, maintaining and updating Safety Data Sheets (SDS), and exercising sound judgment and discretion to address and resolve safety concerns as they arise.
Maintain local and corporate office administration policies and procedures.
Assist with office administration projects and process improvement initiatives as assigned.
Help communicate office policies and procedures and assist with administrative recordkeeping related to compliance activities.
Assist with tracking indirect expenses/capital expenditures and maintaining budget-related records.
Prepare and submit office supply orders in accordance with standard purchasing procedures.
Coordinate maintenance and repair requests for office furniture and equipment, excluding computer-related equipment.
Maintain office inventory list/database.
Support record retention procedures by maintaining files and assisting with audits as requested.
Provide administrative support for contract review processes, including document preparation, tracking, and filing.
Assist with planning and coordinating office/event functions (i.e., client entertainment, technical functions, engineering firm week, summer BBQ, holiday party, etc.).
Assist Corporate groups as needed.
Conduct research for assigned special projects.
Maintain a safe working environment.

Education:

High school diploma

3-5 years of administrative or office support experience

Skills/Experience:

• This position requires strong organizational, customer service, and communication skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• This position requires strong collaboration and communication skills and excellent organizational skills to accommodate multiple tasks simultaneously.
• This position requires a professional demeanor when dealing with all individuals at all levels. Must be easily understood by other employees, clients, and vendors.
• Working knowledge of Microsoft Office software (Word, Excel, Outlook, etc.), including the following:
• Personal computer
• Multi-line telephone system
• Multi-functional printer
• Postage machine