Administrative Assistant

J-U-B Engineers, Inc. • Reno, NV

13d • Onsite

About The Position

J-U-B ENGINEERS, Inc. is seeking to hire an Administrative Assistant to work in our successful Reno, Nevada office. Our purpose at J-U-B ENGINEERS, Inc. (J-U-B) is “Helping Each Other Create Better Communities.” We foster a supportive and team-oriented environment to solve problems that improve society – while providing employees growth opportunities and an expansive benefits package. We attract and retain the best people because we provide an enriching environment for our employees to build their careers in the communities where they live while using their talents in a team environment. J-U-B offers a clearly defined career path, and a sense of belonging. It is one of the largest professional engineering companies in the Intermountain West, with over 20 offices across seven states. There are ample opportunities to collaborate with other offices on projects, widening your experience and network.

The administrative assistant will perform a variety of duties and responsibilities working closely with Regional Office Manager. Main responsibilities include, but are not limited to:
Answer and route office phone calls promptly, correctly and in a courteous manner
Schedule meetings, office events, order food, and run errands
Review and distribute mail and ship packages
Monitor, order, and purchase office supplies as needed
Make travel arrangements and training registrations
Resolve issues with and maintain office equipment and supplies
Assist with the onboarding of new employees to include new-hire paperwork and working with IT/equipment
Partner with managers, engineers, and staff to understand needs and provide support including technical document review
Complete special project assignments, such as compiling, printing, binding, and document delivery
Ownership of conference room and kitchen to include organizing and straightening.
File management (paper and digital), including archiving
Communicate with staff and distribute important information
Coordinate fleet vehicle maintenance and coordination of usage
Assist in planning and executing office activities
Partner with business integration leader to support local community functions and events
Collaborate and Finance and Office Manager to develop and maintain budgets for office activities
Maintain accurate documentation to support office-related accounting and financial transactions in accordance with company policies
Troubleshoot building related issues and follow up with vendors to get issues resolved
Organize and schedule submittal packets and information, assist with proposal drafts and graphics
Collaborate with other admin staff across the company

Requirements

• 5 years of customer service or professional office experience preferred
• Minimum High School diploma or equivalent
• Must have valid driver’s license
• Must be proficient with Microsoft Office Suite programs (mainly Word, Excel, and Outlook) and Adobe Acrobat
• Demonstrated attention to detail, self-motivation, and initiative
• Team-oriented focus with an interest in making J-U-B successful
• Basic mathematical skills and understanding of accounting principles to include budgets, accounts payable and accounts receivable are a plus

Responsibilities

• Answer and route office phone calls promptly, correctly and in a courteous manner
• Schedule meetings, office events, order food, and run errands
• Review and distribute mail and ship packages
• Monitor, order, and purchase office supplies as needed
• Make travel arrangements and training registrations
• Resolve issues with and maintain office equipment and supplies
• Assist with the onboarding of new employees to include new-hire paperwork and working with IT/equipment
• Partner with managers, engineers, and staff to understand needs and provide support including technical document review
• Complete special project assignments, such as compiling, printing, binding, and document delivery
• Ownership of conference room and kitchen to include organizing and straightening.
• File management (paper and digital), including archiving
• Communicate with staff and distribute important information
• Coordinate fleet vehicle maintenance and coordination of usage
• Assist in planning and executing office activities
• Partner with business integration leader to support local community functions and events
• Collaborate and Finance and Office Manager to develop and maintain budgets for office activities
• Maintain accurate documentation to support office-related accounting and financial transactions in accordance with company policies
• Troubleshoot building related issues and follow up with vendors to get issues resolved
• Organize and schedule submittal packets and information, assist with proposal drafts and graphics
• Collaborate with other admin staff across the company

Benefits

• Professional development opportunities
• Bonuses for qualified employees
• Generous vacation and sick leave package
• Medical, dental, vision, life, and disability insurance
• Parental Leave
• 401(k) with company match, profit sharing
• Company paid Short Term and Long-Term Disability plans
• The ability to work in a team-centered, collaborative, and supportive atmosphere
• Ownership opportunities after qualified years of service

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED