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Administrative Assistant

2 months ago

Kalamazoo, United States SME Full time
The Opportunity:

In this role, you will serve as an Administrative Assistant for our Kalamazoo, MI office. You will work alongside various groups and work with Project Managers assisting with general office, safety, HR responsibilities, Marketing, and IT duties.

Responsibilities:

  • The input of proposals and projects and run weekly reports, send feedback requests to clients, prepare change orders, subcontractor agreements and subconsultant agreements, proposal assistance and follow-up. Contract inventory and management, document retention and project close-out, proofing and formatting deliverables in accordance with SME Administrative Standards. Accounting projects will include assist Project Managers with tasks including billing and account receivables, credit card reconciliation for team or office, preliminary invoice assistance with invoicing inventory and coordination, accounts receivable invoice inquiry report emails to clients, and weekly timesheet review, assistance, and coordination.
  • Answering phones, greet guests (sign them in and clear them for access) travel planning and coordination, meeting set-up and clean-up including food orders and help with conferencing equipment, ordering general office supplies and equipment, note taking, meeting minutes and follow-up on action items. Purging and scanning electronic archive report files and trip tickets, sorting and distributing incoming mail and preparing outgoing mail and packages including sending equipment for repair and calibration, using and updating Outlook calendars including setting up meeting invites, reserving conference rooms, and updating conference room calendars.
  • Actively promote a safety culture, work with local safety coordinators to verify the availability of appropriate safety equipment and supplies, adherence to corporate safe work policies and practices, safe condition of facilities, and safe operation of SME vehicles. SME Safety Plan preparation and inventory for projects, and attend monthly safety meetings.
  • Supporting the HR team by assisting with scheduling interviews for candidates.
  • Assisting in new hire resume preparation and annual resume updates, professional license administration/coordination per state including registering for classes and tracking and maintaining current certificates on file, complete vendor questionnaire forms, and act as liaison between technical staff and marketing team to assist with requests for qualification packages and PowerPoint presentations.
  • Ordering supplies for copy machines and printers, maintaining emergency kits with spare technology equipment, acting as a liaison between technical staff and IT team to troubleshoot issues, and being the point person for video conferencing equipment.
Core Competencies:
  • Has competency using computer operating systems and MS Office Suite programs (Word, Excel, Outlook and PowerPoint).
  • Excellent verbal and written communications skills to effectively interact with clients, team members, and supervisors, conveying technical information clearly.
  • Strong organizational skills, ability to prioritize, manage workloads, maintain accurate and detailed record-keeping skills, documenting field observations, safety concerns, and problem resolutions.
  • Effective interpersonal skills to build rapport with clients and team members, fostering positive working relationships, customer-centric approach to provide excellent service to clients, ensuring their needs and concerns are addressed promptly and professionally.
  • Must be able to understand and adapt to change and react productively to frequent interruptions and changing conditions.
  • Has a general aptitude for identifying and resolving complex technical problems, utilizing critical thinking and logical reasoning.
  • Demonstrates ethical conduct, maintaining confidentiality and ensuring safety and security in all aspects of work, strict adherence to safety protocols and guidelines, fostering a safe working environment for yourself and others.
  • Must have regular and predictable attendance, have the ability to accept and respond to feedback, collaborate daily with other Administrative Team Members, and perform tasks without repeated errors of the same kind.
  • Must be able to lift reams of paper
SME's Core Values:
  • Honesty and Integrity
  • Respect
  • Selfless Service
  • Teamwork
  • Practical Solutions
Benefits:

At SME, we believe that taking care of our employees is the cornerstone of our success. Our commitment to your well-being goes beyond a job- it is about helping you thrive both personally and professionally. We offer a benefits package that is not simply meeting an expectation, but a key component of your overall job satisfaction. The following list highlights many of the benefits SME offers its employees.
  • SME provides Medical, Dental, and Vision after 30 days of employment.
  • SME covers the premium cost of medical insurance so that you and your families never have to worry about the costs of healthcare.
  • 401k match
  • Yearly profit sharing that goes directly into your 401k
  • Yearly performance bonuses
  • Yearly wage evaluations
  • Flexible Spending Account
  • Tuition Reimbursement
  • Competitive Paid Time Off
  • Volunteer Time Off


Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)