Administrative Specialist

2 weeks ago


Long Beach, United States Fehr & Peers Full time

We're seeking an Administrative Specialist to join our team of collaborative transportation and business professionals who are passionate about making a positive impact on the local community. This role requires someone who is proactive, enthusiastic, and organized, to effectively assist clients and staff alike. The ideal candidate will be attentive, invest in building relationships with staff across the company, and enjoy new opportunities to learn and grow.

We provide a flexible, inclusive, and fun atmosphere. Our companywide focus on career development also ensures staff have ample opportunity for skills development, growth, and mentorship. Join us in person, full time, and grow your career

Please review the Responsibilities below.

Office Administration

    • Handle requests from and coordinate with office leadership on administrative needs, including equipment, orders, building management, and more
    • Maintain office calendar and coordinate meetings and office events as requested, including food purchases and meeting set-up/clean-up
    • Organize the office space to be professional in appearance, keeping commonly used areas orderly and supplies stocked as needed
    • Manage the kitchen keeping it tidy and stocked with supplies
    • Serve as the first point of contact for clients, greeting and orienting visitors at our front desk, and handle general incoming phone calls
    • Participate in a companywide administrative group focused on collaboration and enhancement of administrative services
    • Coordinate with administrative staff from other offices, and take on some administrative duties from other offices in times of need
Accounting/Project Administration
    • Provide basic bookkeeping support, including preparation of credit card and petty cash statements and processing of the office's accounts payable expenses and check requests
    • Assist with project set-up in our accounting and project management software
    • Compile and send monthly project invoices
    • Work with project managers to follow up with clients on unpaid invoices
    • Assist with the preparation of final proposal deliverables, including production and coordinating delivery services
    • Organize and produce electronic and hard-copy versions of deliverables for projects and proposals
    • Provide other marketing support as needed, such as the completion of relevant forms
Qualifications
    • 2-4 years of experience working in a professional business environment
    • Commitment to high-quality, reliable, and timely work performance
    • Customer service mindset-proactive, solutions-oriented, with the ability to anticipate needs
    • Excellent time management and organizational skills-able to manage multiple tasks and deadlines, while maintaining exceptional attention to detail and professionalism
    • Eagerness for collaboration with a proven ability to work as part of a team, while building and maintaining strong internal and external relationships
    • Ability to represent Fehr & Peers and communicate professionally with clients, teaming partners, and current/potential employees
    • Intermediate or advanced experience in office computer software/systems, including Adobe Acrobat Professional and Microsoft Office (Teams and SharePoint desired)
    • Familiarity with general bookkeeping
    • Experience with Vantagepoint (or Vision) or another project management/accounting software is a plus
    • Openness to periodically arrive early and leave late to assist with special events


$32 - $38 an hour

Placement within the stated pay range will be determined based upon education, experience, and qualifications.

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