Administrative Assistant

The Administrative Assistant is primarily responsible for handling typical office documentation and correspondence in support of general office administration duties, in addition to providing periodic project-related assistance to multiple engineers and project managers.

Responsibilities:

• Greet and welcome guests
• Retrieve mail and receive parcel/package deliveries
• Read and analyze incoming mail, packages, memos, letters, and reports to determine their significance and distribute appropriately
• Create and maintain project information in project management systems
• Coordinate invoice routing, monitor payments to subcontractors and vendors, and track invoices receivable
• Enter and maintain client, project, and prospect data in automated systems
• Demonstrated ability to review, edit, format, and assemble technical reports, memos, and project manuals to assist office staff
• Assist office staff preparing proposals
• File, copy and/or distribute documents to staff and clients as required
• Make arrangements for meetings, such as coordinating catering for luncheons or coordinating travel
• Prepare documents or packages for shipment
• Coordinate scheduling for both internal and external parties
• Inventory and order office supplies, including organization of storage and supply rooms.
• General office up-keep and organization of front lobby, conference room, and office common space.
• General Human Resources support for new hire orientation

Requirements:

• 2-year Associates degree
• 1-2 years of experience providing administrative support, preferably in the consulting industry
• Knowledge of administrative and clerical procedures, systems and other office procedures at a proficient level
• Highly proficient in Microsoft Office – specifically Word, PowerPoint and Excel
• Physical ability and mobility to work in an office setting
• Ability to travel to office and to other locations using private transportation
• Ability to communicate efficiently, both verbally and in written form
• Notary Public or ability to obtain is preferred

Position Type:

• Full-time or part-time, pending overall capabilities and office need
• In-person/in-office (partial remote opportunity negotiable)