Administrative Assistant II

ADMINISTRATIVE ASSISTANT II



Position Summary:

Under the direction of the Administrative Supervisor, provides office-wide, administrative support. Serves as the specification resource for the Fresno office and is in charge of maintaining the office wide filing system. Works fairly independently, receiving a minimum of detailed supervision and guidance. Responsible for confidential and time sensitive materials. Supports the project delivery process by providing assistance to PICs, Team Leader, Project Managers, and Job Captains, in executing firm standard operating procedures related to project management.

Essential Functions:

Project Delivery:

Acts as administrative assistance to multiple teams in providing support administrative functions which may include: word processing, spreadsheet preparation, coordinating project related pick-ups and deliveries; maintaining filing system; coding and processing documents according to company SOP’s; researching and gathering information needed by the PIC, TLs, PMs, DPDs, etc.

Supports Project Administrators in the development of proposals and contracts (prime and sub-consultant) and development of scope change/contract modification documentation.

Assists Project Administrators with data entry and updates to scheduling tools.

Assists the technical staff in the creation, assembly, and production of project delivery submittals.

Assists technical staff in producing contract document specifications in a timely manner by creating: specification index, specification mark-up, final mark-up specification, and final specification with index.

Assists Team Leaders with team meetings including scheduling, agenda preparation and follow-up in conjunction with the Project Administrator (PA).

Assists administrative and production staff in maintaining project related files and records in an orderly system.

Office Administration:

Provide backup to receptionist duties such as telephones, distribution of mail and other documents, and preparation of UPS parcels for mailing.

Assists Project Administrators and Accounting Department with billing review and month end invoicing process. This includes processing/mailing of final invoices and pulling support documentation (reimbursables) as well as filing of month end invoices in project billing files.

Maintains and manages Data Vault including database, sending boxes, and processing box retrieval requests.

Ensures that the appearance of the Fresno office is neat and organized. Organizes firm wide clean-up days as needed.

Oversees and maintains central filing. Collect filing from all staff workstations. Create and maintain file folders for new jobs. Purging central filing when needed. Send out regular reminders to staff about moving job material to central filing.

Ensures that the supply room is organized in the Fresno office, takes inventory, and orders supplies as needed.

Check copiers regularly for paper and fill when necessary.

Other Functions:

Assists in updating and maintains firm-wide master specifications.

Provides training for other administrative staff in the preparation of specifications as needed.

Performs other routine tasks as assigned.

Running of miscellaneous errands.

Assists with special projects as needed for Corporate departments (HR, Accounting, Marketing, IT, etc.)

Minimum Job Requirements:

Able to manage a heavy workload, prioritize and meet deadlines.

Desire to work in a professional, fast-paced atmosphere is a must.

Ability to maintain a composed and professional demeanor within a flexible and busy work environment.

Demonstrates initiative, is conscientious and provides complete follow through on all areas of responsibility.

Positive attitude and team spirit. Detail oriented with excellent communication skills. Willing to go the extra mile to get things done.

Education:

Equivalent to a high school diploma; Bachelor’s Degree preferred.



Experience:

2-3 years of experience as executive assistant or related field. Experience in architecture, engineering, construction and/or related field a plus.

Specific Skills:

Organized and detail-oriented, with a willingness to follow up by phone, email and in person as needed.

Good eye for detail and ability to asses entire picture and make good judgment calls based on the known information.

Possess a high level of oral, written and computer software communication skills, and be efficient and able to prioritize all tasks.

Specialized Knowledge, Licenses, etc.:

Proficient knowledge in Microsoft Office Suite programs, especially Microsoft Word and Excel.



Supervisory Responsibility, if any:

None

Working Conditions:

Typically work functions will be conducted in an office setting on a Monday through Friday workweek. Ability to lift standard file boxes weighing up to 25 pounds required. Site visits and client meetings possible at times and may involve climbing ladders, walking on roofs, and following job site safety policies. Overtime and weekend hours may be necessary at times.