Administrative Specialist

2 weeks ago

Los Angeles, United States Fehr & Peers Full time

Fehr & Peers is a team of collaborative transportation and business professionals who are passionate about making a positive impact on neighboring communities. We're seeking a full-time Administrative Specialist to join our Los Angeles office. This role requires someone who is proactive, enthusiastic, and organized, to effectively assist clients and staff alike. The ideal candidate will be personable, 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 and grow your career

Please review the Responsibilities below.

Office Administration

    • Support the Workplace Coordinator with greeting and orienting visitors at our front desk, and help with answering and transferring incoming phone calls
    • Assist office leadership with administrative needs, including food and office supply orders, coordination with building management, and more
    • Maintain office Outlook calendar
    • Provide backup assistance to the Workplace Coordinator with meeting coordination and event setup as needed, including training classes that draw staff from around the company
    • Request and process forms like insurance certificates, W-9 and more
    • Take minutes of weekly staff meetings and distribute to office
    • Assist with the preparation of final proposal deliverables, including production and coordinating delivery services
    • Act as a liaison for corporate administrative staff, facilitating relevant information sharing with the local office
    • 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, documenting credit card and petty cash purchases and processing of the office's accounts payable expenses and check requests
    • Assist with project set-up in our accounting and project management software, Vantagepoint, and help with running reports from and updating project records
    • Work with project managers to package monthly electronic invoices and submit to clients
    • Coordinate with project managers and the accounting team on billing revisions and invoice changes
    • Assist project managers with tracking unpaid invoices and following up with clients about outstanding balances
    • Organize and produce electronic and hard-copy versions of deliverables for projects and proposals
Qualifications
    • 3-5 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 and project management
    • 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, typically once per quarter


$36 - $43 an hour

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

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