Administrative Specialist

August 17

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Fehr & Peers

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Transportation Solutions That Improve Communities

Transportation Planning • Traffic Engineering

201 - 500

Description

• Support the Workplace Coordinator with greeting and orienting visitors at our front desk, and help with 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 • Provide backup assistance to the Workplace Coordinator with meeting coordination and event setup as needed, including training classes that draw staff from around the company • Request and process forms like insurance certificates, W-9 and more • Take minutes of weekly staff meetings and distribute to office • Assist with the preparation of final proposal deliverables, including production and coordinating delivery services • Act as a liaison for corporate administrative staff, facilitating relevant information sharing with the local office • 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 • Provide basic bookkeeping support, documenting credit card and petty cash purchases and processing of the office’s accounts payable expenses and check requests • Assist with project set-up in our accounting and project management software, Vantagepoint, and help with running reports from and updating project records • Work with project managers to package monthly electronic invoices and submit to clients • Coordinate with project managers and the accounting team on billing revisions and invoice changes • Assist project managers with tracking unpaid invoices and following up with clients about outstanding balances • Organize and produce electronic and hard-copy versions of deliverables for projects and proposals

Requirements

• 3-5 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 • Intermediate or advanced experience in office computer software/systems, including Adobe Acrobat Professional and Microsoft Office (Teams and SharePoint desired) • Familiarity with general bookkeeping and project management • Experience with Vantagepoint (or Vision) or another project management/accounting software is a plus • Openness to periodically arrive early and leave late to assist with special events, typically once per quarter

Benefits

• Flexible, inclusive, and fun atmosphere • Ample opportunity for skills development, growth, and mentorship