Administrative Coordinator
3 weeks ago
Fehr & Peers is a collaborative transportation and business professional team dedicated to making a positive impact on neighboring communities.
Job Summary
We are 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.
Key Responsibilities
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
Requirements
- 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
Benefits
- Medical, Dental, Vision, Life and Disability Insurance
- 401(k) Plan with matching and profit sharing
- Flexible Spending Accounts
- Commuter Benefits
- Paid Vacation, holidays and sick leave
- 8 weeks of Paid Parental Leave
- Mentoring and Career Development programs
- Research and Development group participation, and more
Fehr & Peers is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment in the workplace. We welcome applicants of diverse backgrounds, and hire without regard to race, color, creed, religion, sex, gender identity or expression, sexual orientation, marital or parental status, national origin, ancestry, citizenship, age, disability, genetic information, political affiliation, military service or any other characteristic protected by law.
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