Administrative Specialist na 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 project set-up in our accounting and project management software 
• Assemble project contracts using standard templates and ensure required forms and documents are processed 
• 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
• 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

• 1-3 years of experience working in a professional business environment
• 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
• Ability to represent Fehr & Peers and communicate professionally with clients, teaming partners, and current/potential employees
• Problem-solving attitude and proven ability to address issues proactively
• Commitment to high-quality, reliable, and timely work performance  Intermediate experience in office computer software/systems, including Adobe Acrobat Professional and Microsoft Office (Teams and SharePoint desired)
• Familiarity with contract terminology and experience with reviewing contracts or similar documents 
• Familiarity with general bookkeeping
• Openness to periodically arrive early and leave late to assist with special events, typically once per quarter