Office Administrative Assistant

Overview

TranSystems has completed a strategic merger with Gannett Fleming to create a best-in-class organization (Gannett Fleming TranSystems) with approximately $1.3 billion in revenue and a highly skilled workforce of more than 5,000 employees. Both companies are recognized as top 20 providers on the Engineering News-Record (“ENR”) rankings for transportation design services. We are committed to building strong relationships with our clients, partners, and communities, because we believe we can go farther together. The transaction not only enhances our transportation expertise and reach, but it expands offerings across the water, environmental, and power markets. Interested in joining our team? We’re looking for top talent to grow with our firm. This is a great time to join Gannett Fleming TranSystems! Responsibilities What you'll be challenged to do : Gannett Fleming TranSystems is seeking a detail-oriented Office Administrative Assistant with strong problem solving skills to join our Schaumburg, IL office. This person provides project support, including meetings and travel arrangements, invoicing, document processing, filing, and other related tasks; marketing support, including proposal preparation, maintenance of marketing materials and systems, and coordination with team partners; basic office administrative support, including reception, document processing, filing, office related errands, shipping and other related tasks; and special projects as direct by your supervisor. General Responsibilities : Proficient with MS Word, Excel, and working knowledge of MS PowerPoint Maintains local office checking account; check requests Ability to handle multiple projects and flexible to change Prepares local office accounts payable / accounts receivable for processing to Corporate Greets and directs visitors in a courteous and professional manner Sorts and routes incoming mail; prepares outgoing mail Maintains office supplies, break room supplies and helps maintain appliances (dishwasher, icemaker, pop machine, etc.) Maintains filing system (marketing, project, and general information) Project support, including meeting and travel arrangements, invoicing, and document processing Marketing support, including proposal preparation, maintenance of marketing materials and systems, and coordination with teaming partners Prepares local office expense reports and corrections for processing to Corporate Assist Project Managers with budgeting and other billing issues Assist Operations Manager with operating and capital expenditure budget as requested, or needed Local HR Rep; assists Regional HR Manager with processing of new hires, terminations, ensure required posters are up-to-date and send Corporate communication / emails to local office staff. Qualifications What you bring to the firm : At least 5 years progressive administrative assistant experience. Highly proficient with Excel, specifically spreadsheets. Must be computer literate and have excellent “people” skills. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with groups of customers or employees of organization. Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent, and to draw and interpret bar graphs. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Actively engages multiple perspectives when solving problems, seeks to learn from peers, and encourages reciprocal learning among team members. What we’d prefer for you to bring to our firm : Associates Degree, technical school certificate, or job-related experience preferred. Featured Benefits : Hybrid (in-person and remote) work environment. Comprehensive health benefits package including wellness, parental & caregiver leave, and employer paid life insurance, AD&D, and STD. 401(k) company match. Competitive vacation accrual and holiday pay. Work Environment : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet, but at time there will be surrounding activities in an open office setting that must be dealt with.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 hand and fingers to operate a computer keyboard, mouse, and telephone keyboard, and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must regularly lift and / or move up to 25 pounds. Specific vision abilities required by this job include ability to adjust focus. The employee may be required to travel. For individuals assigned and / or hired to work in California, Colorado, Maryland, Connecticut, Ohio, Washington, Illinois, or NY City, Gannett Fleming TranSystems is required by law to include a reasonable estimate of the compensation range for this role. This compensation range is specific to the State of Illinois and takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; internal peer equity; licensure and certifications; and other business and organizational needs. The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled. At Gannett Fleming TranSystems, it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current hourly range is between $16.00 - $27.00. Gannett Fleming TranSystems is proud to be an equal opportunity / affirmative action employer and ensures nondiscrimination and equal employment opportunity in all programs and activities in accordance with all applicable laws and regulations. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sex, age, national origin, pregnancy status, marital status, sexual orientation, genetic information, citizenship status, disability, protected Veteran status or any other status protected by law. In compliance with the Immigration Reform and Control Act of 1986, we will hire only U.S. citizens and aliens lawfully authorized to work in the United States (if the position is or will be one which is subject to U.S. law).

Salary : $16 - $27