What are the responsibilities and job description for the Administrative Assistant position at AE2S (Advanced Engineering and Environmental Services, LLC)?
Advanced Engineering and Environmental Services (AE2S) is an award-winning, specialized civil/environmental engineering consulting firm that provides professional services and a unique brand of extreme client service. Our work environment is consistently recognized both locally and nationally for our great culture and values, proven recognition programs, and social atmosphere.
Provide overall administrative and clerical duties. This position will be the point of contact to assist AE2S staff with general and engineering administrative tasks as assigned.
Responsibilities
- Great Culture and Spirit where Creativity is Fostered
- Significant Opportunities to Grow and Advance
- 100-percent Employee Owned
- Core Values which Speak to the Heart of AE2S and its Employees
- Large, Diverse, and Challenging Projects with the Latest Technology
- Family-Friendly with Flexibility and Work-Life Balance
Provide overall administrative and clerical duties. This position will be the point of contact to assist AE2S staff with general and engineering administrative tasks as assigned.
Responsibilities
- Assist in all aspects of running a busy office and provide support to professional and technical staff with tasks as assigned
- Provide general administrative assistance, including answering phones, greeting guests, copying, scanning, typing, data entry, research, running errands, general office maintenance, etc.
- Distribute incoming mail to staff and prepare outgoing mail. Deliver mail to the post office, UPS or Fedex as needed
- Maintain office calendars, vehicle checkout calendars, and coordinate meeting room scheduling and set up, including preparing meeting materials, providing food and beverages, assisting with IT needs, etc.
- Maintain filing systems for client and project-related correspondence, contracts, reports, plans/specifications, reference information, etc.
- Enter and update information in Deltek Vantagepoint software, including but not limited to client and contact databases and employee records
- Assist with collation and assembly of project-related documents, including bid documents, shop drawings, manuals, reports, and correspondences
- Assist with office events, including Monthly Celebration Events, annual holiday celebration, annual summer picnic, and other special events
- Schedule and coordinate fleet vehicle usage and maintenance requests as needed
- Maintain and forward monthly usage logs to accounting for vehicles, copiers, postage, petty cash, equipment, etc.
- Prepare for new employees, including office set up, orientation, and on-boarding
- Order office supplies and equipment
- Other tasks as assigned specific to office
- Excellent communication and organization skills
- Computer literacy with proficiency with Microsoft Office software, specifically Outlook, Teams, Word, and Excel
- Valid driver’s license
- All applicants must be able to complete pre-employment onboarding requirements (if selected) which may include any/all of the following: criminal/civil background check, drug screen, and motor vehicle records search, in compliance with any applicable laws and regulations
- 2 years previous work experience in an office environment
- Previous experience in construction, engineering or architectural firm
- Associate degree specializing in administrative assistant, business, or related field
- Technical writing and editing ability
- Advanced knowledge in Microsoft Word and Bluebeam Revu
- Knowledge of Deltek Vantagepoint
