Administrative Assistant

About the role

To provide administrative support to an operations team/department through all phases of business including proposals and response letters, as well as assisting with work/change orders, submittals, and research.

Responsibilities

• Perform work under moderate supervision; receive direction on moderately complex assignments, tasks, and execution.
• Review work produced by junior staff for quality assurance.
• Greet scheduled visitors and accompany to appropriate area or person.
• Coordinate and arrange meetings, prepare agendas, reserve, and prepare facilities.
• Communicate with internal and external clients, Project Managers, and other staff on project-related matters.
• Act as liaison between workgroups and outside stakeholders such as suppliers and clients.
• Act as liaison with corporate headquarters, disseminating information to local office staff.
• Compose and edit correspondence in Word and create and maintain spreadsheets in Excel.
• Organize and maintain file system, file correspondence and other records.
• Collect and research data using various company programs.
• Make copies of correspondence and other printed material.
• Prepare outgoing mail and correspondence.
• Compose and type routine correspondence and spreadsheets.
• Serve as backup to receptionist function as required.
• Create and track work requests.
• Assist with the timesheet and invoicing process for assigned departments.
• Review invoices for accuracy within assigned department.
• Perform administrative duties such as coding documents, copying, scanning, printing, binding, collating, data entry, and research.
• Anticipate future needs and respond to changing situations.
• Manage conflicting priorities, including organizing workflow and teaming up with colleagues to accomplish tasks and balance workloads.
• Research and prepare reports relating to departmental projects and activities.
• Receive and screen telephone calls, answer questions, and take accurate messages.
• Handle all incoming mail, then scan, date, distribute and file.
• Maintain office supplies inventory, anticipate needed supplies, place and expedite orders for supplies.
• Perform special projects as assigned.

Success Metrics and Competencies

• Ability to work both independently and within a team environment.
• Highly motivated and problem-solving attitude.
• Strong sense of urgency in responding to constituents.
• Effective verbal and written communication skills.
• Strong work ethic and commitment to quality.
• Self-reliance and ability to operate independently with limited direction.
• Effective working relationship with internal leaders and peers, as well as external clients.
• Ability to effectively manage multiple time-sensitive tasks.

Requirements

• High School diploma or equivalent GED required; commensurate relevant experience may substitute.
• Associates or Bachelor's degree preferred.
• Three or more (3+) years of experience in an administrative role; one (1) year administrative experience in relevant industry preferred.
• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Basic understanding of clerical procedures and systems such as record keeping and filing.
• Professional appearance, approach, and demeanor.

Benefits

• Medical, dental, vision, life, and disability insurance.
• 401(k) retirement savings plan with company match.
• Paid time off, sick leave, and paid holidays.
• Tuition reimbursement and professional development support.
• Discretionary bonuses and other performance-based incentives.
• Employee Assistance Program (EAP), wellness initiatives, and employee discounts.

Eligibility for certain benefits may vary based on position, location, and employment status.

Physical Demands and Working Environment

• Primarily indoor professional office environment which may include bright/dim light, noise, fumes, odors, and traffic.
• Mobility around an office environment.
• Frequent and prolonged use of standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
• Occasional lifting or carrying up to 20 pounds.
• Occasional pushing or pulling up to 20 pounds.
• Occasional reaching outward or above shoulder.

About Bowman

At Bowman, our people are at the center of everything we do. We’re committed to creating an environment where employees can thrive both personally and professionally, while helping to shape the infrastructure of tomorrow. A career at Bowman means being part of a collaborative, forward-thinking organization where innovation, inclusion, and growth are encouraged at every level. We offer competitive compensation, a supportive work environment, and benefits designed to help our employees succeed.