Administrative Coordinator
5 days ago
The Administrative Assistant plays a vital role in supporting the Business Office and Marketing Department at Orion Engineers & Associates. This position requires an organized and detail-oriented individual who can manage multiple projects and responsibilities.
Key Responsibilities- Marketing Department:
- Conduct research on airport projects in various regions, including California, Hawaii, Massachusetts, and Washington.
- Compile and format Orion's responses to requests for proposals and information.
- Maintain current project profiles and team resumes.
- Assign Proposal Numbers and input new proposal information in business accounting software for proposals estimated to take 10 or more hours.
- Monitor pending project pursuits.
- Business Office Responsibilities:
- Keep track of and update annual business registrations across multiple states/regions.
- Support the Business Office Manager in the new employee onboarding process, assisting with necessary documentation, office, and IT setup.
- Set up new vendors in business accounting software.
- Input incoming invoices into business accounting software for payment processing.
- Assist managers in preparing, reviewing, and submitting monthly expense reports.
- Bachelor's degree in Communications, Business Administration, Marketing, or a related field, or equivalent work experience.
- Back office, administration, or business office experience.
- Strong written and verbal communication skills.
- Proficient with business software, including Adobe, Word, Excel, PowerPoint, and Publisher.
- Familiarity with AI and effective querying/prompting.
- Experience in the A/E/C space is a plus.
- Excellent problem-solving skills and ability to improve systems.
- Strong time management skills.
- Valid Hawaii Driver's License.
- Able to pass a criminal history background check by the State of Hawaii.
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