Administrative Assistant

Rimkus•Birmingham, AL

10d•Onsite

About The Position

Join Rimkus and unlock your potential with endless opportunities for growth, learning, and making a difference! Rimkus (www.rimkus.com) is a worldwide leader in Engineering and Technical Consulting. Rimkus experts specialize in building envelope, engineering, forensic consulting, dispute resolution, construction management services, and solutions built for the environment. NOW IS THE TIME to join this growing and stable company! We offer our full-time employees a competitive salary, bonus opportunities, and a full benefits package that includes medical, dental, vision, life, disability, employer-matching 401(k), and opportunities for advancement! Overview Supports the business group and/or specific operating department by performing clerical and administrative duties for office personnel. Prepares letters, emails, and spreadsheets. Maintains job files and business records, coordinates meetings and assists with special projects. Reviews other confidential client communications. Process and distribute incoming mail, greet visitors, answer phones, and route calls to office personnel. Provides specialized administrative support to the District Manager or department head. Works under general supervision in the performance of assigned tasks.

Requirements

High school diploma with some college.
Minimum of 3 years’ experience in an administrative capacity.
Must have strong interpersonal skills, including professional tact and diplomacy.
Must be able to handle sensitive and confidential information.
Must be able to understand departmental operations and procedures.
Must be able to interact and communicate with individuals at all levels of the organization.
Must have 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.
Must possess good business writing, editing, and proofreading skills; work requires continual attention to detail, establishing priorities, and meeting deadlines.
Must have the ability to read, analyze, and understand information and ideas presented in writing.
Must be able to respond written or verbally to job-specific and general inquiries from management, peers, subordinates, clients, and external vendors.
Must be able to produce and disseminate correspondence (i.e. emails, letters, etc.) as requested.

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.