Administrative Assistant

Overview of Position

This position reports to the Division Assistant and works closely with directors, managers, project managers and sales staff to ensure clients needs are met in a timely fashion.

Osborn is a fully integrated multi-disciplined design firm that uses a specialized team approach to engineering projects. These teams are comprised of a staff of more than 250 professionals that provide designs for all phases of a wide range of projects. Osborn has specialists in civil, structural, mechanical, electrical, plumbing, fire protection and life safety, technology engineering, transportation and commissioning. As an employee-owned firm, each Osborn employee is committed to education and advancement ensuring that each project is completed with a sense of pride. Osborns strength lies with its people.

Position Responsibilities:

• Provide assistance as requested by Project Managers through-out projects.
• Provide assistance with sales proposals, RFQs and RFPs.
• Responsible for preparing transmittals and mailings.
• Assists Project Managers with the Boiler Plate proposals.
  • Responsible for gathering and assembling all required components of the proposal to include resumes and project descriptions.
• Responsible for preparing rough drafts of the proposals to then be reviewed by the Project Manager; prepare all mark-ups for final draft review by Project Manager prior to distribution.
• Responsible for helping set up new projects in Deltek Vision. This includes creating opportunities, project plans, and project reports utilizing the Deltek Vision software.
• Assists design staff in Specification Production:
  • Responsible for editing, formatting, and printing both hard copy and electronic versions.
  • Responsible for creating Specification Book covers, table of contents, and other common documents included in the specification book such as a Submittal Log.
• Responsible for quality control of appearance of formatted specs.
• Design Submittals:
  • Responsible for printing, collating, and packaging of design submittals including both specifications and drawings.
  • Electronic formats will be provided by others.
• Responsible for the non-technical quality control of all documents being submitted. This includes the following responsibilities:
  • Verify that all documents are formatted and look the same to include headers and footers, and revision block information. If coordinating with outside Architectural firms, ensure we are formatted in accordance with their requirements.
  • Verify that all documents have been included in the sets/packages.
  • Shop Drawing Coordination:
    • Log-in, stamp and distribute shop drawings received.
    • Track status of shop drawing reviews and provides reminders to the Project Manager of pending due dates.
    • Log-out, return, and file in-house record copies. This may be delivered via standard mail services or via email or other electronic means.
• RFI Coordination:
  • Logs-in all RFIs.
  • Tracks status of RFIs and provides reminders of pending due dates.
  • Logs-out RFIs and files responses.
• Provide all assistance required to prepare projects for set-up and close-out.
• Assists in office mail as well as ordering office supplies.
• Assists in the reproduction needs, as directed by the Manager or Director including copying, binding and scanning.
• Assists with any scheduling and filing that may be required for the Director and/or Manager.

Job Requirements/Qualifications:

• A minimum of three years previous work experience within a construction management or engineering firm is highly preferred.
• Must be able to manage time effectively and have the ability to work independently when given direction.
• The candidate should be able to work well with others, be task oriented and able to follow deadlines.
• Advanced computer knowledge preferred with familiarity and expertise with Microsoft Office products (Word, Excel, PowerPoint, Outlook, etc).
• Experience with Deltek Vantagepoint or Vision is preferred.
• Must have valid drivers license.

Additional Information

Osborn is looking for a candidate who has the following characteristics:

• Reliable
• Team Player
• Self Starter
• Positive Attitude
• Strong Work Ethic
• Critical Thinker
• Detail Oriented
• Innovative
• Good Communicator

We can offer you a challenging career with one of the Nation's best-known and most diverse consultants. Attractive profit sharing and stock ownership programs supplement our competitive salary and benefits package.

All job offers will be contingent on passing a background check. Drug testing may be required for certain clients. Osborn/OSPORTS will only be contacting qualified applicants.

EEO

NOTE TO RECRUITERS: Osborn Engineering does not currently accept unsolicited resumes through or from search firms or recruiters. If you wish to be considered in the future for our list of approved recruiters, please send an e-mail to recruitment@osborn-eng.com. All resumes sent directly to management will not be considered.