Administrative Assistant

Primary Duties

• Schedules and organizes complex activities such as meetings, education, conferences and department activities for all members of the department.
• Organizes and prioritizes incoming/outgoing information and calls.
• Drafts written, phone or emailed responses where necessary.
• Establishes, develops, maintains and updates project filing system for department.
• Retrieves information from files when needed.
• Ability to understand when to enlist the efforts of client representatives and senior management to accelerate the collection process.
• Establish and maintain effective and cooperative working relationships with co-workers and clients.
• Works in cooperation with other assistants to cover phones.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc.
• Proofreads copy for spelling, grammar and layout, making appropriate changes.
• Responsible for accuracy and clarity of final copy.
• Provide information billing department for chargeable projects related to RFP’s, Contracts and client requirements for invoicing.
• Cover coordination with Finance, payment of invoices, requests for purchase orders and check requests.
• Administration of Contracts for Municipalities, Sub consultants, Private clients and Project Specific.
• Formation and distribution of all design / inspection correspondence.
• Preparation & verification of all pay certificates, submittals.
• Maintain conference room, i.e. calendar, luncheons, appearance.
• Coordinate internal and external meetings for supervisors.
• Create and maintain Deltek Vision Plans.
• Manages and completes all projects as assigned.

Knowledge, Skills and Abilities

• Ability to complete work on schedule with extreme accuracy and detail.
• High degree of self-motivation and independent decision making with exemplary follow up skills.
• Solid organizational skills with ability to prioritize tasks and manage time.
• Excellent interpersonal skills; Excellent communication skills (written and verbal).
• Ability to work in a fast-pace environment.
• Possess understanding and functional knowledge of business correspondence.
• Proficient systems knowledge: Microsoft Office, Outlook, Excel, Word, PDF Reader.
• Internal Software knowledge a plus: Deltek Vision Accounting and/or a Project Management Software System.

Education and Experience

• High school diploma.
• Two years of administrative experience.

Work Environment/Physical Requirements

• Work is generally conducted in a standard office administrative setting with limited exposure to physical hazards.
• Minimal to moderate physical activity, including handling items weighing up to 20 pounds.
• Primarily focuses on working at a keyboard, workstation, or desk.

Why Ardurra?

While Ardurra offers competitive compensation and rich benefits programs, it is our culture that truly sets us apart from our peers. We nurture a family-like culture, striving to create a work environment that is enjoyable, challenging and rewarding but also fun. We are acutely focused on developing our staff, whether through our internal Ardurra Academy or through our industry-leading Leadership program. We have made a deliberate and focused commitment to nurture a people-centric culture where people are: valued as individuals; supported in their professional and career development with multiple, varied career paths; provided the tools and resources to be successful, engaged, and satisfied in their work; and positive benefits, time-off programs, and flexibility to help maintain a healthy balance between work and home.

Equal Opportunity Employer

Ardurra is an Equal Opportunity/ Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, gender identity or sexual orientation.