Administrative Specialist

2 weeks ago

Oakland, United States Geosyntec Consultants, Inc. Full time

Overview:
Do you want to build an impactful career to change the world for the better?

Geosyntec has an exciting opportunity for an **Administrative Specialist** to provide office and reception support in our **Oakland, California** office. The position plays a critical role in providing an excellent professional "first impression" in greeting clients and visitors. Primary responsibilities include records management, scheduling appointments, and assisting with administrative tasks. This position requires strong attention to detail and performs administrative office support services of a varied nature assisting the staff and management.

Geosyntec is an innovative, international engineering and consulting firm serving private and public-sector clients to address new ventures and complex problems involving our environment, natural resources, and civil infrastructure. Our engineers, scientists, technical and project employees serve our clients from offices across the world. Ranked by ENR as one of the top environmental engineering design firms, Geosyntec is internationally known for its technical leadership, broad experience, and exceptional client service.

We invest in our people. Each employee is unique, and your career at Geosyntec will be too. We offer competitive pay and benefits, and well-being programs to support you and your family.

Essential Duties and Responsibilities:

- Assist office staff and Manager with assigned administrative tasks.
- Schedule and organize business and time-sensitive office activities such as travel, client meetings, staff meetings, conferences, and webinars for the department and office.
- Act as liaison with travel and car rental agencies as needed.
- Assist with coordination of employee functions and events.
- Type and layout general correspondence, memos, charts, tables, graphs, business plans, reports, and documents relating to clients, projects, and professional matters; proofread documents for spelling, grammar, and format consistency, making appropriate changes.
- Organize and prioritize information and calls; create logs and databases.
- Word process and assemble proposals and reports to meet project deadlines; coordinate and assist with reproduction needs, and other project related duties.
- Perform data entry in Excel workbooks.
- Maintain office vehicles by scheduling maintenance and repair appointments, bringing vehicles to service shop, and tracking these details in Excel.
- Assist in processing expense reports, etc. as needed.
- Receive and respond to requests for assistance from Branch and Corporate Managers and staff and respond accordingly.
- Assist with receptionist duties as needed including answering/transferring calls, receiving clients and visitors, and scheduling use of conference rooms for meetings.
- Scan documents, name these files, and provide electronic and physical records management of files.
- Order food for internal company meetings.
- Set up and clean up meetings in our conference rooms.
- Prepare and distribute Federal Express packages and other courier and freight services.
- Deliver and collect daily mail.
- Assist with ordering, purchasing, and the inventory of office supplies, printer, and photocopier supplies.
- Maintain reproduction equipment and supplies, make appropriate service calls, and ensure all branch copiers are supplied daily.
- Assist with local business errands as needed.
- Perform other administrative functions, as required.

Skills, Experience and Qualifications:

- High School diploma or GED and at least 2 years of administrative/office experience to include effective working knowledge and skills with office procedures, terminology, and office equipment and computers in a Windows environment; or equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities to perform the responsibilities of the position. (required)
- Accurate typing skills of a minimum of 40 to 50 wpm. (required)
- Must be organized and able to multi-task. (required)
- Availability to work overtime on short notice as required by project demands. (required)
- Valid U.S. driver’s license and a satisfactory driving record for business travel. (required)

Below are the potential compensation ranges that we in good faith believe are applicable for this role at the time of this posting and are only applicable for jobs to be performed in the specified California locations below. The typical base salary range for this position is just one component of Geosyntec’s total compensation package for employees. Based on state and federal requirements, this position may be hourly and overtime-eligible or salaried eligible for straight-time overtime. Actual compensation will be determined based on education, experience, skill set and location.

Minimum: Minimum: $25.11 /hourly / Maximum: $35.16/hourly (Oakland)

We offer a comprehensive benefits package including, paid holidays, vacation, sick, and persona

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