Administrative Assistant

Duties & Responsibilities

• Prepare transmittal package to be distributed to clients which includes: typing transmittal letters, managing drawing lists, following up with reminders.
• Scanning and filing checklists and drawings.
• Use of the document management system that records the receipt of and submission of Dashiell drawings, vendor drawings and subcontractor drawings
• Track all vendor drawings and monitor status updates
• Track comments received and initiate reminders from internal engineers and external clients
• Responsible for monthly departmental credit card logs/expense reports; distribute to teams, compile and check validity of information submitted, collect backup documents
• Prepare and review invoices for data entry
• Cook up and coordinate the scheduling and set up of in-house training seminars and meetings, including lunch arrangements for large groups and holiday events
• Cook up and coordinate new hire onboarding tasks
• Ability to wear multiple hats supporting all Dashiell departments
• Make travel arrangements as required and update travel calendar
• Perform engineering support tasks and general office duties such as answering the phone, accepting packages, sorting/distributing mail and ordering supplies
• Ability to lift 10lbs on a regular basis and up to 25lbs when necessary
• Ability to stand for long periods of time
• Other duties as assigned

Minimum Qualifications / Experience

• A high school diploma or equivalent is required.
• An associates or bachelor’s degree in Business or equivalent field is preferred.
• Two or more years of administrative support experience and one or more years accounting support is required.
• Experience in an engineering or construction firm is preferred.

Skills

• Demonstrated proficiency with Microsoft Office Suite (Outlook, Word, Excel)
• Demonstrated attention to detail to accurately complete tasks
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Proven communication skills, both oral and written, to convey thoughts, ideas, and facts to a diverse group of individuals including administrators, technicians, sales, and senior management
• Ability to prioritize and work in a fast-paced environment to meet all deadlines
• Ability to work effectively in a team-based environment
• Flexibility for occasional overtime
• Take personal responsibility for the quality and accuracy of his/her work

Benefits

• Life insurance
• Accidental death & dismemberment insurance
• Long term disability insurance
• An employee assistance plan at no cost to the employee
• Choice of traditional PPO or one of two HDHPs, with corresponding FSA or HSA
• Dental
• Vision
• Supplemental life insurance
• Short-term disability insurance
• Critical illness insurance
• Group accident insurance
• Hospital indemnity insurance
• A 401(k) with immediate vesting