Administrative Support Specialist

2 weeks ago

Norcross, Georgia, United States INFRASTRUCTURE CONSULTING & ENGINEERING Full time
Job Title: Administrative Assistant

We are seeking an experienced Administrative Assistant to support our Norcross, GA office. As a key member of our team, you will provide project-level administrative support, including organizing meetings, distributing information, and recording meeting minutes.

Responsibilities:
  • Provide administrative support to project teams, including coordinating meetings, preparing materials, and maintaining records.
  • Assist with general office operations, including ordering supplies, managing vendors, and performing daily tasks.
  • Act as a liaison for field staff, communicating with management and other teams as needed.
  • Manage and control construction submittals and transmittals, ensuring timely and accurate processing.
  • Collect, review, and document reports, certifications, and other essential documentation.
  • Enter project documents into our database, maintaining accurate and up-to-date records.
  • Perform daily office needs and miscellaneous clerical tasks, ensuring a smooth and efficient work environment.
  • Answer main office phone lines and greet guests, providing exceptional customer service.
  • Maintain the calendar for conference rooms and pool vehicles, ensuring seamless scheduling.
  • Assist with scheduling pool vehicle maintenance, ensuring timely and efficient service.
  • Coordinate incoming and outgoing mail, ensuring prompt and secure delivery.
  • Prepare conference rooms for meetings, including refreshments, to ensure a welcoming environment.
  • Coordinate with the recruiting team to schedule in-person job interviews, ensuring a smooth and efficient process.
  • Assist with new hire orientation and serve as a point person for new employee questions, providing support and guidance.
  • Manage office supplies and CEI safety equipment for the office, ensuring a well-stocked and safe environment.
  • Check office mail and ship mail via USPS and FedEx, ensuring timely and secure delivery.
Qualifications:
  • Strong computer proficiency, including Excel, PowerPoint, and Word.
  • Adept at problem-solving, including timely issue identification and resolution.
  • Strong interpersonal skills, with excellent communication and teamwork abilities.
  • Clear communication skills, both written and oral, for effective interaction with employees, management, and during group presentations and meetings.
  • Ability to effectively read and interpret information, present numerical data resourcefully, and gather and analyze information.
  • Ability to prioritize and plan work efficiently, with a focus on quality and accuracy.
  • Organized, accurate, thorough, and able to monitor work for quality, with a focus on attention to detail.
  • Dependable, able to follow instructions, respond to management direction, and improve performance through feedback.
  • Eagerness to learn and follow directions, with a willingness to take on new challenges and responsibilities.
  • Exhibits behaviors valued within our organization, including a positive attitude and a commitment to excellence.
  • Ability to quickly assess situations and make sound decisions, with a focus on safety and quality.
  • Excellent communication skills, both oral and written, with the ability to gather and analyze data for informed decision-making.
  • Able to accurately obtain, interpret, and transcribe various communications and instructions, with a focus on accuracy and attention to detail.
  • Recognize and evaluate risks, hazards, and losses, and prevent conflicts between activities, with a focus on safety and quality.
  • Able to collaborate with other employees, and interact with clients, and contractors, with a focus on teamwork and communication.
  • Must complete a pre-employment screening, and be legally authorized to work in the US.
Education and Experience Requirements:
  • A high school diploma is required; higher education is desirable.
  • Prior experience working for an AEC firm is preferred.
Physical and Environmental Requirements:
  • Adaptability to interruptions and changes in workflow, with a focus on flexibility and adaptability.
  • Capacity to sit for extended periods for up to 8 hours per day, with regular breaks and stretching exercises.
  • May occasionally lift lightweight office supplies and materials, typically not exceeding 20 pounds.
  • The office environment is indoors, characterized by controlled temperatures and minimal exposure to adverse conditions.
Expected Hours of Work:

The ICE offices are open from 8:00 a.m. to 5:00 p.m., Monday through Friday, allowing an unpaid hour for lunch daily. This is an onsite full-time position.

Compensation:

Please note that the salary ranges provided herein are general guidelines. Actual compensation for this position varies and is based on a variety of factors including but not limited to educational background, years of industry experience, specific skills, certifications, and current market trends. We strive to offer competitive and fair compensation packages that reflect the qualifications and contributions of our team members. During the hiring process, personalized compensation details will be discussed more precisely based on the candidate's individual experience and qualifications. We encourage open dialogue to ensure our offers meet the expectations and needs of both parties.

About ICE:

Infrastructure Consulting & Engineering, LLC (ICE) is a leading transportation design and consulting firm headquartered in West Columbia, SC. With expertise across various disciplines including highways, bridges, hydrology, geotechnical engineering, and more, ICE delivers comprehensive solutions tailored to diverse project needs. Founded in 2005, ICE has grown to nearly 500 employees across 8 states, including over 130 licensed professionals and certified personnel. Our mission is to provide innovative transportation solutions while prioritizing client service, safety, and employee well-being.

Company Benefits:

ICE offers a comprehensive benefits package including healthcare, insurance, retirement plans, education assistance, employee assistance programs, and paid time off, reflecting our commitment to supporting employees and their families.

Equal Employment Opportunity (EEO) Employer:

ICE is an Equal Opportunity Employer and encourages qualified veterans and individuals with disabilities to apply. ICE does not discriminate on the basis of race, sex, color, religion, gender, sexual orientation or preference, gender identity or expression, national origin or ethnicity, age, marital status, pregnancy, genetic information, disability, or veteran status, in accordance with applicable federal, state, and local laws. ICE is committed to providing a workplace that is inclusive and accessible to individuals with disabilities. We comply with the Americans with Disabilities Act (ADA) and provide reasonable accommodations to qualified individuals with disabilities. If you require a reasonable accommodation to apply for this position, please contact Human Resources at or via email at -

Diversity and Inclusion:

ICE has a deeply rooted and steadfast commitment to excellence and uncompromising integrity. We value innovative thinking, fresh perspectives, and personal initiative. Our leadership is dedicated to each employee's individual growth and well-being. At ICE, we welcome individuals from all backgrounds to join us in upholding these core principles.

Pay Range: $22.50 per hour

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