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Administrative Coordinator

2 months ago

Parsippany, New Jersey, United States NV5 Full time
About NV5

NV5 is a leading provider of engineering and consulting services to public and private sectors. Our company delivers solutions through five business verticals: Construction Quality Assurance, Infrastructure, Utility Services, Program Management, and Environmental. With offices nationwide and abroad, NV5 helps clients plan, design, build, test, certify, and operate projects that improve the communities where we live and work.

Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join our Parsippany, NJ office. The successful candidate will provide administrative support to all groups, perform a wide range of administrative tasks, and help build efficiency and effective responsiveness into existing operations.

Key Responsibilities
  • Perform administrative tasks for all groups, including archiving, binding, cleaning/organizing, typing, proofing and editing letters, updating and creating spreadsheets, mailing, copying, faxing, filing, invoicing, running errands, ordering/maintaining office supplies, and handling petty cash.
  • Assist in meeting deadlines for billing by providing necessary information to project managers, compiling information, and organizing information to streamline the process.
  • Coordinate or complete a variety of office tasks, including building and equipment maintenance requests, errands, mail needs, conference room schedules, office organization and cleanliness.
  • Print and scan small and large documents.
  • Perform QA/QC of documents.
  • Answer multi-line phone and cover front lobby, greet clients and visitors with a positive attitude.
  • Enter client and project-related information, expense reports, and labor adjustments/timesheets into Deltek Vision system.
  • Coordinate office events.
  • Coordinate with vendors for events, project needs, and office equipment repairs as needed.
  • Support corporate groups as needed, assist with special projects as needed.
  • Perform other duties as assigned.
Requirements
  • High School Diploma or equivalent required, knowledge of administrative office practices and procedures, Associates degree preferred.
  • 1-3 years of relevant administrative support experience.
  • Previous experience in a professional office setting, experience in an Engineering firm a plus.
  • Proficiency in Microsoft Office Suite.
  • Ability to communicate effectively and positively with co-workers/managers, must have a can-do attitude.
  • Excellent written and oral communication skills, planning and organization skills, and attention to detail.
  • Ability to learn and use additional software programs required to handle assigned tasks.
  • Demonstrate sound judgment, comprehensive decision making, and problem-solving skills.
  • Ability to work independently.
  • Ability to effectively support multiple groups.
Work Environment and Physical Demands

The characteristics described below are representative of those encountered while performing the essential functions of this position. When properly requested and when feasible (without undue hardship to the organization), reasonable accommodations will be made to enable individuals with disabilities to perform essential job functions.

  • Work will primarily be in the office setting with limited opportunities to be exposed to adverse environmental conditions.
  • Work will be primarily working with fingers by picking, pinching, typing, and grasping often with repetitive motion.
  • Must have visual acuity for viewing a computer screen, the ability to talk, hear, and sit for extended periods of time.
  • Must be able to carry, lift, and push/pull up to 20 pounds frequently and up to 50 pounds occasionally.
  • Overtime work may occasionally be required.
  • Additional physical duties may be required as necessary.