Administrative Assistant

Responsibilities

• Input of proposals and projects, and run weekly reports
• Prepare change orders, subcontractor agreements, and subconsultant agreements
• Assist with proposal assistance and follow-up
• Manage contract inventory and document retention
• Proof and format deliverables according to SME Administrative Standards
• Assist Project Managers with accounting tasks such as billing, credit card reconciliation, and preliminary invoice assistance
• Review and coordinate weekly timesheets
• Answer phones, greet guests, and sign them in
• Plan and coordinate travel arrangements
• Set up and clean up meetings, including ordering food and conferencing equipment
• Order general office supplies and equipment
• Take notes, prepare meeting minutes, and follow up on action items
• Archive report files and distribute incoming and outgoing mail
• Order supplies for copy machines and printers, maintain emergency kits, and troubleshoot IT issues
• Support the HR team by assisting with scheduling interviews and resume preparation
• Act as a liaison between technical staff and marketing team
• Attend monthly safety meetings and prepare the SME Safety Plan
• Work with local safety coordinators to ensure safety equipment and supplies are available
• Adhere to corporate safety policies and practices
• Ensure safe conditions of facilities and safe operation of SME vehicles
• Document safety concerns and problem resolutions
• Support the IT team by troubleshooting issues and being the point person for video conferencing equipment

Requirements

• Competency using computer operating systems and MS Office Suite programs (Word, Excel, Outlook, PowerPoint)
• Excellent verbal and written communication skills
• Strong organizational skills and ability to prioritize tasks
• Ability to learn and retain multiple software programs within the first year
• Able to manage workloads and maintain accurate record-keeping skills
• Able to understand and adapt to change and react productively to frequent interruptions and changing conditions
• General aptitude for identifying and resolving complex technical problems
• Demonstrates ethical conduct, maintains confidentiality, and ensures safety and security in all aspects of work
• Able to lift reams of paper and sit for long periods of time

Qualifications

• High school diploma or equivalent
• At least 2 years of administrative assistant experience
• Experience with Microsoft Office Suite and familiarity with basic accounting principles
• Knowledge of safety regulations and procedures
• Ability to work independently and as part of a team
• Strong interpersonal and customer service skills

Skills

• Administrative skills
• Accounting and financial management
• Safety and compliance
• Communication and interpersonal skills
• Time management and organization

Benefits

• Medical, Dental, and Vision coverage after 30 days of employment
• 401k match
• Yearly profit sharing
• Yearly performance bonuses
• Yearly wage evaluations
• Flexible Spending Account
• Tuition Reimbursement
• Competitive Paid Time Off
• Volunteer Time Off