Administrative Assistant

About the role

Coneco Engineers & Scientists, Inc. is seeking a highly organized, proactive, and technology-savvy Administrative Assistant to provide administrative and operational support across our organization. This is a cross-functional position that will work closely with our Operations Manager, HR Manager, department Principals, Project Managers, and other team members to support the day-to-day needs of a busy environmental and engineering consulting firm.

Key Responsibilities

• Provide day-to-day administrative support to the Operations Manager, HR Manager, department Principals, Project Managers, and other staff as needed

• Aid with general office organization and recurring administrative responsibilities across departments

• Maintain organized electronic files, records, spreadsheets, trackers, templates, and shared resources

• Prepare, format, update, and organize documents, reports, spreadsheets, correspondence, and other business materials

• Cook up meetings, schedules, internal communications, and other administrative activities

• Assist with ordering and maintaining office supplies and materials

• Serve as a flexible administrative resource when additional support is needed within a department

• Occasionally cover the reception/front desk, including answering and directing incoming calls, greeting visitors, receiving deliveries, and assisting with general reception responsibilities as needed

• Aid the Operations Manager with day-to-day operational activities and coordination

• Assist with scheduling, organizing, maintaining, and communicating ER schedules and related staffing information

• Monitor schedules for changes, conflicts, or missing information and communicate updates to the appropriate team members

• Maintain operational trackers, calendars, schedules, and shared resources

• Aid with coordinating company logistics and other operational needs

• Support the organization and management of company equipment, materials, and resources

• Assist with entering and maintaining project information within Deltek Vantagepoint

• Assist with administrative project needs

• Aid in maintaining project documentation, work order information, purchase orders, and other project-related records

• Provide backup administrative support for project coordination processes as needed

• Assist with developing, documenting, and maintaining Standard Operating Procedures (SOPs) for recurring administrative and operational processes

• Work with managers and department leaders to document workflows and establish consistent administrative procedures

• Maintain organized SOPs, templates, forms, checklists, and process documentation within Microsoft SharePoint and other shared company resources

• Identify opportunities to streamline administrative processes and improve organization, consistency, and efficiency

• Aid in implementing new administrative processes, systems, and technology as the company's needs evolve

• Provide administrative assistance to the HR Manager as needed

• Aid with employee records, forms, spreadsheets, training documentation, and other HR administrative tasks

• Support onboarding and offboarding coordination, including communication with internal departments regarding employee setup needs

• Aid in organizing employee certifications, licenses, training records, and other documentation

• Maintain appropriate confidentiality when working with employee or company-sensitive information

• Assist with technology and systems

• Work within multiple systems and be comfortable learning new software, navigating digital workflows, and troubleshooting basic issues independently

• Systems and applications may include: Deltek Vantagepoint, Microsoft Excel, Microsoft SharePoint, Microsoft Outlook, Microsoft Word, Microsoft Teams, Microsoft 365, Adobe Acrobat, internal databases, shared drives, tracking systems, and other company software

Qualifications

• 3+ years of administrative, office coordination, operations support, project administration, or similar professional experience preferred

• Experience working in a professional office environment strongly preferred

• Experience supporting multiple departments, managers, or senior leaders is a plus

• Strong technical aptitude with the ability to learn and navigate new software quickly

• Proficiency with Microsoft Excel, Outlook, Word, SharePoint, Teams, and Microsoft 365

• Experience with Deltek Vantagepoint or another ERP/project management system is highly preferred

• Excellent organizational and time-management skills

• Strong attention to detail and commitment to accuracy

• Ability to manage multiple priorities and shift between different types of responsibilities throughout the day

• Strong written and verbal communication skills

• Ability to work independently while collaborating effectively with employees at all levels of the organization

• Strong follow-through and willingness to take ownership of assigned responsibilities

• Ability to handle confidential and sensitive information appropriately

• Comfortable asking questions, learning new processes, and taking initiative

• Ability to recognize when something needs attention and proactively work toward a solution