Administrative Assistant

Description

Schnabel is an employee-owned, professional engineering and consulting firm that focuses on solving problems related to the earth and environment through specialization in geotechnical, geostructural, tunnel, and dam engineering. Schnabel's high standards for quality, business ethics, and concern for the communities in which we live are a vital part of who we are. Schnabel is an ENR Top 500 Design Firm with 700+ employees in 31 offices throughout the United States.

Recognized by CE News as one of the Best Engineering Firms to Work for, Schnabel provides employees with a competitive benefits package including maternity leave, tuition reimbursement for continuing education, health, dental, life and disability insurance and a wellness program. As an employee-owned company, through the Employee Stock Ownership Plan, Schnabel employees directly benefit from the success of our growing firm.

Benefit options include:

• Medical insurance

• Dental insurance

• Flexible spending accounts

• Employee life & ADD insurance (100% company-paid)

• Short-term disability (100% company-paid)

• Long-term disability

• Supplemental life insurance

• 401(k) and profit-sharing plan

• Employee stock ownership plan (ESOP)

• Bonus program

• Paid time off

• 9 Paid Holidays

• Wellness program

• Professional development and tuition reimbursement

Job Description:

Are you looking for interesting and meaningful work, a fun atmosphere, and opportunities to learn, grow, and excel? If so, then welcome to Schnabel We approach problems with creativity and innovation. Our Rockville, MD and Baltimore, MD office is seeking an Administrative Assistant to support our growing engineering group. We are looking for a motivated candidate with attention to detail, a passion for continued development, and a desire to be part of and support a strong multi-disciplinary team.

Core Job Responsibilities:

• Report in-office daily to support the Rockville and Baltimore offices

• Assist technical staff with production of project documents, technical report and proposal production, proofreading, and delivery in accordance with standard templates and procedures using Microsoft Office and Adobe Acrobat.

• Perform data entry tasks, including entering boring log and lab data using gINT (Geotechnical and Geo-environmental Data Management and Reporting Software)

• Support technical staff with project administration tasks including project and proposal set up in VantagePoint software, drafting and finalizing project invoices, and following up with clients regarding outstanding invoices.

• Process Certificate of Insurance requests (General and Professional)

Other Job Responsibilities:

• Facility maintenance (order and maintain office supplies, business cards, request repair service on copiers and office buildings, manages keycards)

• Answers and direct phone calls and manages front door entry access

• Manages mail and package shipment/delivery (US Mail, FedEx, etc.)

• Registers and schedule office staff for in-house and external meetings and training courses

• Orders lunch for meetings, webinars, etc.

• Planning and coordinating office social events

• Assist with in-house accounting operations (approve and code invoices, maintain records of office purchases)

• Keeps track and updates staff professional licenses in VantagePoint

• Scan historic reports and documents and save digitized files to server

• Search local, public, and private lead tracking websites for RFP/RFQ's and passes the information to selected staff and update Sharepoint site when given information

• Periodically travel to offices in DC and Sterling, VA

Required Skills/Experience:

• Associate's Degree and 5+ years of related experience in office administration. Or, in lieu of a degree, a minimum of 10+ years of related experience in office administration.

• Demonstratable experience and advanced proficiency in MS Office including Word (specifically the creation and use of bookmarks, tables of contents, headers and footers, advanced formatting, in-line tables and figures linked to tables of contents, bookmarks, links, etc.), Excel, PowerPoint, Teams, etc.)

• Demonstratable experience and advanced proficiency in Adobe Acrobat Pro, including combining and merging PDFs, creating bookmarks, creating hyperlinks, flattening, shrinking file size, etc.

• Strong interpersonal skills

Preferred Skills/Experience:

• Administrative experience with other Civil Engineering or Construction firms

• Experience with Bentley gINT program

• Experience with preparing invoices for professional services

Other Requirements:

• Applicants must be authorized to work in the United States without the need for employer sponsorship now or in the future

• Ability to pass a background check which may include criminal history, motor vehicle record, and credit check

• Ability to pass a pre-employment screening

• Valid driver's license and transportation to travel to Baltimore and Rockville, MD offices

The compensation range for this position is between $20/hour to $30/hour. Compensation for this position may vary based on geographic location and other factors. We remain committed to providing competitive and equitable compensation to all employees, regardless of their location.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.