Administrative Specialist en Fehr & Peers

Are you passionate about joining a company that is at the forefront of transforming transportation infrastructure and promoting sustainability within local communities? We’re actively seeking an Administrative Specialist to join our team based in Downtown Oakland, conveniently located near the 19th Street BART.  Our office of 25 is committed to positively impacting the communities we serve.  As an Administrative Specialist, you’ll play a pivotal role in supporting our team’s day-to-day operations and contributing to the success of various initiatives. The role involves managing front desk responsibilities, acting as the primary point of contact for visitors, and supporting administrative tasks, ranging from event planning, invoicing and project assistance. Which also includes occasional after-hour assistance for event coordination. You’ll also be an integral part of our six-person administrative team, based out of our Oakland and Walnut Creek offices, and a member of our companywide administrative professionals forum.  Successful candidates will be organized and detail-oriented, value customer service, eager to jump in and support the team, and open to trying new tasks. This position requires 40 hours a week, in-person availability five days per week. If you’re excited about being part of a team and delivering great customer service, we encourage you to apply!  



Responsibilities

Be the welcoming face of our team by greeting visitors, managing phone calls, and maintaining a professional office space, preparing meeting minutes, assisting with recruitment scheduling and other administrative responsibilities 

Provide general administrative support, including data entry, processing invoices, setting up projects in our invoicing system, and other general tasks  

Assist Operations Managers with administrative duties as needed  

Collaborate with and backfill for the Oakland and Walnut Creek administration team, including travel to the Walnut Creek office as needed  

Coordinate meetings, events, and travel arrangements  

Manage project-related paperwork, such as insurance certificates and business certifications   

Contribute to companywide administrative initiatives aimed at enhancing collaboration and services   

Handle credit card reconciliation and prepare petty cash reconciliation statements 

Process accounts payable expenses, create check requests, and address accounts payable inquires 

Order lunch for office trainings/meetings and order snacks/drinks   

Execute duties with a customer service and problem-solving attitude 

Qualifications (a college degree is not required for this position)

2 years of experience working in a professional business environment  

BS/BA in Business Administration, Management, Accounting, or a related field, or equivalent work experience   

Intermediate to advanced proficiency in Adobe Professional, Microsoft Office Suite, including but not limited to Microsoft Excel 

Familiarity with accounts receivable and accounts payable processes, and data entry   

Collaborative and solutions-oriented mindset with a strong client focus and professionalism   

Flexibility in managing requests in a fast-paced environment   

Excellent time management and organizational skills    

Commitment to high quality, accurate, and timely work  

Additional Desired Qualifications

Knowledge of database reporting    

Previous experience with Deltek Vision/Vantagepoint    

Copyediting skills and proficiency in Adobe InDesign for graphics and design   

Experience with project proposal process  

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