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We are seeking a candidate who exhibits strong administrative and document control support for our client on their project teams and technical staff. Attention to detail is important for this position. Responsibilities will include: answering the phone and directing calls, word processing/preparation of documents, electronic filing, meeting planning, general office support and document controls.
General Office Administration:
Provides support as requested to assure that the office is maintained in a professional appearance and assists with organization, functionality and preparedness of office equipment, supplies, and conference rooms.
Assists with travel arrangements, expense reporting, and word processing.
Arrange office events (team building, holiday party, community events, etc.).
Organize and maintain employee and client badge/key access, computer system access and license tracking.
Maintain training database for the team.
Makes phone calls to customers to provide project updates and schedule appointments for site visits conducted by the design teams. Creates and maintains phone log.
Fills out and manages site visit schedule and coordinates best travel route for teams to use for site visits.
Provides administrative support including typing/word processing, mail preparation, copying, and distribution.
Responsible for typing and integrating accurate edits into engineering reports and specifications as well as quality checking for typographical and grammatical correctness.
File and retrieve documents & drawings to/from client system.
Logging of vendor and company drawings and documents.
Developing and issuing of project document status reports.
Develop queries and reports in MS Access.
Tracking design review packages in the engineering group.
Follow quality assurance / quality control procedures.
Required Experience / Skills:
Three (3) to five (5) years of experience working in a similar administrative role. Experience in Engineering, Architecture or Consulting Services environment preferred.
Associates Degree preferred.
Proficiency with Microsoft Office applications required (Word, Excel, Outlook, PowerPoint, and Access). MS Project experience is desirable.
Knowledge of Adobe and/or Bluebeam is required.
Proficiency with Document Management software - Newforma, SharePoint, Procore preferred.
Strong organizational, problem-solving skills, multi-tasking abilities and attention to detail.
Must be able to meet deadlines in fast-paced quickly changing environment.
Exceptional interpersonal and communication (written and verbal) skills. Friendly and professional demeanor.
Client projects for this position require U.S. citizenship and the ability to pass an enhanced background check.