What are the responsibilities and job description for the Administrative Support Specialist position at Keller Associates?
Job Summary:
We are seeking a friendly and organized Administrative Support Specialist to manage front desk reception duties and provide essential administrative support. This role is ideal for someone with excellent communication skills, a welcoming demeanor, and a strong ability to multitask. The Administrative Support Specialist will be the first point of contact for visitors and callers, while also supporting office operations through various administrative tasks.
This position will need to physically be in the office, Monday through Friday, 9 am - 3 pm, with occasional hour flexing as needed.
Duties/Responsibilities:
- Front Desk Reception: Greet visitors professionally, answer phone calls, and direct inquiries to the appropriate staff members.
- Communication Support: Respond to emails and messages, providing timely and accurate information.
- Mail & Phones: Handle incoming and outgoing mail and manage Teams phone system.
- Document Production: Assist with binding, assembling, and producing documents for various projects.
- Office Administration:
- Check coding and sending out client invoices.
- Code office credit card receipts.
- Manage supply ordering.
- Maintain resource calendars for meeting rooms and shared spaces.
- Office Events: Coordinate Lunch & Learns and assist with planning and organizing office events (such as company parties and company-wide trainings).
- Travel Arrangements: Plan and coordinate travel logistics for conferences and meetings, including bookings and itineraries.
- Vehicle Maintenance: Oversee office vehicle maintenance and scheduling.
- Office Support: Assist with office supply management, mail distribution, and general administrative tasks.
Education and Experience:
- High school diploma or equivalent required
- 1 years of reception or administrative support experience preferred.
- 1 years of daily use of Microsoft Office is required
Required Skills/Abilities:
- Excellent interpersonal and communication skills with a professional and welcoming demeanor.
- Strong attention to detail and ability to multitask effectively.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Adobe Acrobat.
- Ability to handle confidential information with discretion.
- Dependable, punctual, and capable of working independently and collaboratively.
- Event planning or coordination experience is a plus.
We are a mid-sized consulting firm providing water, wastewater, civil, transportation, and structural engineering services throughout the West including Oregon, Washington, Idaho, Nevada, and Utah. We provide client-focused solutions in surface water, water and wastewater engineering, as well as transportation planning, roadway, bridges and vertical structures, site civil design, construction management, electrical, controls, and surveying. Our clients include federal, state, and local agencies as well as small and medium sized cities. Our work is never boring and always influences the communities we serve. We take joy in everything we do – from work to play – our staff finds ways to be more human and balanced.
Please review the Voluntary Self-Identification of Disability form found here to answer the questions provided at the bottom of the application process.
Keller Associates, Inc. is an Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.
