Administrative Assistant

Rimkus•Concord, CA

1d•Hybrid

About The Position

Rimkus is a worldwide leader in Engineering and Technical Consulting, specializing in building envelope engineering, forensic consulting, dispute resolution, construction management services, and solutions built for the environment. This role supports the business group and/or specific operating department by performing clerical and administrative duties for office personnel. The position involves preparing letters, emails, and spreadsheets, maintaining job files and business records, coordinating meetings, and assisting with special projects. The role also includes reviewing confidential client communications, processing and distributing incoming mail, greeting visitors, answering phones, and routing calls. A key aspect is providing specialized administrative support to the District Manager or department head, working under general supervision.

Requirements

Strong interpersonal skills, including professional tact and diplomacy.
Ability to handle sensitive and confidential information.
Ability to understand departmental operations and procedures.
Ability to interact and communicate with individuals at all levels of the organization.
Working knowledge of a variety of computer software applications including word processing, spreadsheets, email, and presentation software (MSWord, Excel, Outlook, PowerPoint, and Teams), and other technical software and database (SharePoint, etc.) programs.
Good business writing, editing, and proofreading skills.
Requires continual attention to detail, establishing priorities, and meeting deadlines.
Ability to read, analyze, and understand information and ideas presented in writing.
Ability to respond written or verbally to job-specific and general inquiries from management, peers, subordinates, clients, and external vendors.
Ability to produce and disseminate correspondence (i.e. emails, letters, etc.) as requested.
High school diploma with some college.
Minimum of 3 years’ experience in an administrative capacity.

Nice To Haves

Associate degree or higher desired.
Experience in legal, construction, insurance industries a plus.

Responsibilities

Prepares general correspondence and emails.
Receives incoming matter assignments, addresses all elements of matter sheet, and inputs assignment into company systems with accuracy.
Communicates with clients on a professional level.
Ensures timely review of invoices and submits to clients via email or client portal.
Maintains matter-related and general office files per company directives (hard copies, electronic, archived, vendor files) and other files related to the company’s business.
Depending on office size, may oversee evidence storage, evidence records, and process legal subpoenas.
Schedules and organizes activities such as meetings, and other activities for all members of the department or business group.
Processes matters and check requests, and third-party invoices.
Answer phones and route calls to office personnel.
Work in conjunction with other administrative staff in the office.
May assist the District Manager and Business Development Manager with client collections.
Adheres to directives as outlined in the Administrative Systems and Procedures Manual.
Attends and participates in monthly region administrative conference calls.
Performs other duties as assigned.