Administrative Assistant (47796)

Collins is an ENR Top 500 Design Firm, providing design and analysis services coupled with field experience to the transportation, marine, construction, and land development industries. As a mid-size, but growing, multi-disciplined civil engineering and professional services firm, Collins is a great place to work. Large enough to provide a broad range of experiences and exposure to a variety of hands-on projects across multiple functions and business units, but small enough to retain a flexible environment and family atmosphere.

Collins Engineers, Inc. is seeking a team-oriented, multifaceted, and self-motivated candidate to fill the Administrative Assistant for our East Greenwich, Rhode Island, office. You will support the administrative aspects of our growing office by being a driving force for the team. You will assist the managers in the office and different departments throughout the organization. Also, you will provide general office and secretarial/clerical functions, marketing support, and proposal preparation support by performing the following duties listed below. This role reports directly to the Regional Manager.

Typical Duties and Responsibilities

• Assists department personnel in project and department administration and coordination as requested.
• Assist with the transportation and waterfront projects in an administrative capacity.
• Maintains project related contract files and assists with project setup and invoicing.
• Assists the Division and/or Assistant Regional Managers in the preparation of proposals.
• Works with and supports project team.
• Transcribes and proofs letters, memos, and correspondence on engineering topics such as, legal description and easements, engineering agreements, reports, studies, ads, proposals, specifications, tables, contracts, forms and all other business typing as requested by department personnel.
• Files correspondence and other records.
• Makes copies of correspondence or other printed matter.
• Assembles engineering reports.
• Processes incoming and outgoing mail.
• Manages office supplies.
• Assists in making travel, conference, and seminar arrangements.
• Participates in departmental telecommunications.
• Assists in office overflow work with other Administrative Assistants.
• Supports field staff.
• Coordinates expense reports submittals.
• Is point of contact for corporate departments.
• Works with Accounts Receivable and Accounts Payable departments in coordinating and processing timesheets, expense reports, invoices, and other duties.
• Works with the Marketing department on proposal preparation, prequalification submittals, employee resume maintenance, searches for solicitations, and other duties. Requires strong editing and proofreading skills and overall responsibility for the quality of materials submitted.
• Works with HR department on new hire orientation, certification administration and tracking, paperwork administration, and other duties.
• Maintains and ensures sufficient inventory of office supplies.
• Other duties may be assigned.
• Relocation is available
  
  

Click HERE to see the variety of benefits Collins has to offer.

Qualifications

Education and/or Experience:

• Prior office experience is preferred in which independent work was performed.
• Must have the ability to operate a computer.
• Advanced skills in Microsoft Word, Excel, Access, PowerPoint, and Outlook.
• General (Microsoft Windows).
• Adobe Photoshop, or other publishing software, experience preferred but not required.
• Vantagepoint experience a plus.
  
  

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.
• The employee frequently is required to talk or hear.
• The employee is occasionally required to stand, walk, stoop, kneel, crouch, or crawl.
• The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.