Administrative Assistant I

About the role

The Administrative Assistant position provides administrative support to teams, departments and groups in our organization to ensure a seamless delivery to our customers and stakeholders is achieved. As a 100% employee-owned company, we all share responsibility for making Moore Engineering a rewarding workplace while providing critical engineering services to communities around the region.

Responsibilities

• Welcome clients, guests, and visitors to the organization with a friendly and professional demeanor
• Answering multi-line phone system (screening/transferring all inbound and interoffice calls for all offices)
• Distributes/prepares incoming and outgoing mail/packages (mass mailings)
• Schedules meetings and webinars, arranges meal requests, prepares conf./training rooms, arranges lodging and travel needs for employees
• Runs office/project related errands, as needed
• Affords supplies; ensure supplies remain stocked
• Upholds Moore brand standards, including project folder structure and document naming standards
• Format/edit/proofread correspondence (letters/reports/forms/templates/etc.)
• Aids with project manual setup (front ends/specifications/reports/etc.)
• Creates compiled documents for plans, specifications, reports, etc.)
• Manages of online bidding process (advertising/uploading/distribution/bid opening)
• Construction Contract Administration Prepares Contracts and ensures contract is fully executed between Owner and Contractor
• Affords financial workbook docs for projects
• Affords assistance with construction documentation (change orders/work orders/punchlists/etc.)
• Affords assistance with project closeout
• Affords assistance with project production (printing/binding)
• Affords support with conferences/community events
• Affords coordination of strategic services (HR/Marketing/IT/Accounting)
• Affords assistance with the planning/execution of company events for respective office(s)
• Affords coordination with vendors to order office supplies/equipment
• Serves as a resource to employees for inquiries regarding software/programs

Qualifications

• High school diploma/GED or the equivalent combination of education and experience
• Prior administrative support experience in a professional environment preferred
• Proficient in Microsoft 365 and Adobe Suites
• Effective communication skills with all levels of the organization
• Ability to multi-task and effectively prioritize numerous projects simultaneously
• Routine decision-making ability within defined parameters
• Ability to work overtime, if necessary