Administrative Specialist presso Fehr & Peers

Responsibilities

• Serve as the first point of contact for clients by greeting and orienting visitors at our front desk, and answering and transferring incoming phone calls  
• Assist office leadership with administrative needs, including food and office supply orders, coordination with building management, and more 
• Maintain office Outlook calendar 
• Coordinate with visitors from other offices, and help them reserve spare workspaces 
• Coordinate meetings and office events as requested, including weekly lunches, meals for monthly training classes, food/supply orders from Costco, and meeting set-up/clean-up  
• Organize the office space to be professional in appearance, keeping commonly used areas orderly and supplies ordered and stocked as needed 
• Manage the kitchen, keeping it tidy and well-stocked with supplies, helping unload the dishwasher as needed 
• Act as a liaison for corporate administrative staff, sharing relevant information with the local office 
• Support and plan office social activities (quarterly birthday parties, in-house happy hours, retirement celebrations)  
• Provide basic bookkeeping support, including documentation of credit card and petty cash purchases 
• Organize and produce electronic and hard-copy versions of deliverables for projects and proposals  
• Assist with the preparation of final proposal deliverables, including production and coordinating delivery services 
• Work with project managers to package monthly electronic invoices and submit to clients 
• Assist project managers and office leadership with project set ups, closing projects and tracking of project budgets. 
• Compile and process expense reports for office leadership using SAP Concur as requested. 
• Process accounts payable expenses, create check requests, and respond to accounts payable inquires as requested. 
• Assist with oversight of accounts receivables and contact client representatives on outstanding invoices. 
• Assemble project contracts using standard templates and ensure required forms and documents are processed 
• Liaison between the client, sub-contractors, project managers, and accounting on invoice discrepancies and changes. 
• Assist with different contracting stages, incorporating changes, submission for legal reviews, and signatures through Adobe Sign as requested 
• Participate in a companywide administrative group focused on collaboration and enhancement of administrative services 
• Coordinate with administrative staff from other offices, and take on some administrative duties from other offices in times of need 

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

• 1-6 years of experience working in a professional business environment 
• BS/BA in Business Administration, Management, Accounting or similar field or equivalent work experience  
• Commitment to high-quality, reliable, and timely work performance  
• Customer service mindset—proactive, solutions-oriented, with the ability to anticipate needs  
• Excellent time management and organizational skills—able to manage multiple tasks and deadlines, while maintaining exceptional attention to detail and professionalism 
• Eagerness for collaboration with a proven ability to work as part of a team, while building and maintaining strong internal and external relationships 
• Problem solving attitude and proven ability to address issues proactively 
• Ability to represent Fehr & Peers and communicate professionally with clients, teaming partners, and current/potential employees 
• Intermediate experience in office computer software/systems, including Adobe Acrobat Professional and Microsoft Office (Teams and SharePoint desired) 
• Data entry/typing speed of 80 wpm and competency with Excel (Tests for these will be administered) including adobe products 
• Familiarity with both accounts receivable and accounts payable processes 
• Familiarity with general bookkeeping and knowledge of general accounting principles 
• Openness to periodically arrive early and leave late to assist with special events, typically once per quarter