Purpose

To support the diverse Civil Engineering, Land Survey and Planning teams through all phases of business including administrative support, proposals and response letters, as well as assisting with work / change orders, submittals, and research.

Key Responsibilities

At the Operational and Company Level

• Greet scheduled visitors and accompany to appropriate area or person.
• Coordinate and arrange meetings, prepare agendas, reserve, and prepare facilities.
• Communicate with internal and external clients, Project Managers, and other staff on project related matters.
• Act at times as the liaison between workgroups and outside stakeholders – suppliers, clients, etc. Also act as liaison with corporate headquarters, disseminating information to local office staff accordingly.

Do the Work

• Compose and edit correspondence in Word and create and maintain spreadsheets in Excel.
• Organize and maintain file system, file correspondence and other records.
• Collect and research data using various company programs.
• Make copies of correspondence and other printed material.
• Prepare outgoing mail and correspondence.
• Compose and type routine correspondence and spreadsheets.
• Serve as back up to receptionist function as required.
• Create and track work requests.
• Assist with the timesheet and invoicing process for assigned departments.
• Review invoices for accuracy within assigned department.
• Perform administrative duties such as coding documents, copying, scanning, printing, binding, collating, data entry, research, etc.
• Anticipate future needs and respond to changing situations.
• Effectively manage conflicting priorities. This involves organizing your workflow, and teaming with colleagues to accomplish tasks and balance workloads.
• Research and prepare reports relating to departmental projects and activities.
• Receive and screen telephone calls; answer questions; and take accurate messages.
• Handle all incoming mail; scan, date, distribute and file.
• Maintain office/breakroom inventory; anticipate needed supplies; place and expedite orders.
• Perform special projects as assigned.
• Assist other administrative team members as needed.

Success Metrics

• Be self-reliant and able to operate independently with limited direction.
• Have a sense of urgency in responding to constituents.
• Works effectively with internal leaders as well as external clients

Minimum Requirements

• High School diploma or equivalent GED; 2 years’ post-high school education or Associates Degree preferred.
• Three to five (3-5) years of experience in an administrative role, including a minimum of one (1) year administrative experience in the land development industry.
• Proficient with Microsoft Office Suite.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent interpersonal and customer service skills.
• Basic understanding of clerical procedures and systems such as record keeping and filing.
• Ability to interface effectively with diverse groups of people, able to work independently as well as in a team atmosphere.
• Proven ability to use independent judgment to plan, prioritize, and organize a diversified workload.
• Must be dependable, with excellent attendance and punctuality.
• Strong work ethic and positive attitude.
• Professional appearance, approach, and demeanor.

Essential Functions

• Valid state driver’s license
• Pass a motor vehicle record check
• Operate a computer
• Lift/carry 11-20 lbs.
• Sitting
• Standing
• Walking

Note: The position description is intended as a summary only of key duties. Other related duties may be assigned as appropriate.

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Behaviors

• Team Player: Works well as a member of a group

Motivations

• Growth Opportunities: Inspired to perform well by the chance to take on more responsibility

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)