Administrative Assistant

4 weeks ago

Napa, United States Applied Civil Engineering Inc Full time

IMMEDIATE OPENING – ADMINISTRATIVE ASSISTANT

NAPA, CA


About Us


Applied Civil Engineering Incorporated (www.appliedcivil.com) is one of Napa County’s leading civil engineering consulting firms. We are a family owned business and specialize in sustainable and responsible land development practices for vineyards, wineries, hospitality, and custom residential estates throughout the northern Bay Area.  We are a small team of professionals that strive to provide innovative engineering solutions and guidance for our clients to navigate complex permitting processes with local, state, and federal agencies. Excellent customer service is our goal on every project. 


This position is critical to serve our established and growing relationships. Our clients include vineyards, vineyard managers, wineries, land developers, real estate agents, land use attorneys, planning consultants and private landowners that require a great deal of focus, attention to detail, and timely and efficient communications. We pride ourselves in our ability to meet our client’s needs effectively and efficiently from the smallest to the largest jobs.


The ideal candidate will be a team player that can tackle both routine administrative functions as well as the unique challenges of each project we work on.


Job Description


The Administrative Assistant will work with the Principal Engineer and our tenured team to prepare detailed agricultural and civil engineering construction specifications, design reports and cost estimates for a wide range of agricultural and civil land development projects.  The Administrative Assistant will be involved in all phases of various types of projects and will be fully responsible for running a well-organized and efficient office. The Administrative Assistant will utilize and build on their strong communication skills while preparing written and electronic correspondences and engaging with Clients, colleagues and design professionals, in person, via telephone and via video conference.


While the primary focus of this position is within Applied Civil Engineering, the Administrative Assistant will also provide support for other business(es) run by the owners.


Job Responsibilities:


The Administrative Assistant’s daily responsibilities will vary and may include, but will not be limited to, the following:

  • Scanning of printed documents and plans and filing of electronic documents using established conventions
  • Filing of hard copy documents
  • Word processing from markups and dictation
  • Mail processing
  • Contract budget tracking
  • Answering phones and taking messages
  • Meeting coordination and scheduling
  • General calendar management for Principal
  • Time and expense tracking, reporting and coordination with bookkeeper
  • Project setup & management (hard copy files, electronic files)
  • Background research for projects using Napa GIS website following established procedures
  • Making project submittals both online and at Napa County and / or other local permitting offices
  • Tracking project permitting status using established procedures
  • Developing and formalizing standard operating procedures
  • Paying and tracking regularly occurring expenses such as insurance, employee benefits, workers compensation, etc. in conjunction with bookkeeper
  • Stocking of office with general supplies, water, coffee, snacks, etc.
  • Maintaining a clean and professional office space (dusting, vacuuming, etc.)


Job Requirements


The ideal candidate will have the following qualifications:

  • Three to five years of relevant experience in a similar role, preferably in an engineering, agricultural or construction type of business.
  • Ability to manage multiple tasks and adjust to changing priorities and schedules
  • Ability to lift and carry up to 50 pounds for short distances
  • Strong written and verbal communication skills
  • Proficiency with MS Office (Word, Excel, and Outlook)
  • Desire and ability to work in a team environment to accomplish shared goals and develop positive relationships with clients, regulators and other project team consultants
  • Desire and ability to deliver excellent client service
  • CA driver’s license, personal automobile to be used for work and current automobile insurance coverage
  • Ability to work in our Napa office


Compensation


Competitive salary based on experience and skills including the following benefits for full-time employees:

  • Employer contribution to health insurance for employee and family
  • Retirement plan with employer contribution
  • Paid holidays
  • Paid vacation
  • Paid sick leave
  • Cell phone reimbursement


Application Process


If you have what it takes to handle multiple exciting projects, working in a fast-paced environment with a close-knit team, please forward your resume and cover letter in pdf format explaining why you are a good fit for this position to: resumes@appliedcivil.com.


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