Team Administrative Assistant

Full-time, Onsite Position – Salt Lake City, Utah

Summary:

The ideal candidate will have two years of previous administrative experience. They must be as professional in person as they are on the phone while dealing with clients, potential clients, and vendors. They must also be on time and punctual and able to handle a variety of tasks as they arrive throughout the day. Previous employment in the A/E/C industry is a plus.

Duties/Responsibilities:

• Track and manage upcoming project schedules and deadlines
• Screen incoming emails for executives (flag critical or time-sensitive emails).
• Archive processed/old emails.
• Manage the calendar, including meetings and project deadlines for the team.
• Able to greet clients and vendors.
• Coordinate team meetings (Schedule with the team, locate meeting room, prepare agenda, ensure people are ready for assignments).
• Prepare project proposals.
• Document employee mileage.
• Preparing executives meeting info.
• Track professional development hours of engineers.
• Data entry for project management.
• Help obtain contract documents from clients.
• Data entry for project profitability analysis.
• Preliminary review of product submittals.
• Preliminary project quality control review.
• Formatting and preliminary editing of specifications.
• Prepare monthly expense reports.
• Monthly billing report.
• Provide support to the team by helping with various office responsibilities as needed.

Requirements Skills/Abilities:

• Ability to handle multiple tasks or be multi-task oriented.
• Basic Microsoft Office or 365 is a must.
• A/E/C Industry Experience.
• Any team experience or handling team tasks.
• Data entry.
• Project Management.
• Quickly learns new software.
• Deadline driven.
• Contract Document Maintenance
• Billing.
• Formatting documents.
• Communication skills are a must.
• Previous experience in managing a team.
• MS Project or Smartsheets.

Qualifications:

• 2 years of previous experience
• High School diploma required
• Able to communicate professionally
• Able to ask necessary follow-up questions to understand task requirements
• Able to use discretion when needed
• 2 years of M.S. Office Suite experience (Word, Excel, PowerPoint)
• Type 45 wpm or more
• Excellent written, verbal, and organizational skills
• Reliability is a must
• Enjoys learning new things
• Basic understanding of mechanical, plumbing, and electrical systems

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer

About Spectrum Engineers:

For over 40 years, Spectrum Engineers has attracted dedicated and talented professionals who thrive in an accountability-driven environment. Founded in 1982, Spectrum Engineers is a multidisciplinary consulting engineering firm headquartered in Salt Lake City, Utah, with an additional office in Tempe, Arizona, and remote team members across the country. Spectrum Engineers has been recognized as the Best Mechanical and Electrical Engineering Firm in Utah’s Best of State Awards for three consecutive years (2020, 2021, 2022, 2023, and 2024), recently selected by our employees as one of the Top Workplaces in 2024. We provide client-centered services in electrical, mechanical, acoustic, and fire protection engineering, as well as technology, lighting, and theatre design across the U.S. and worldwide.