Administrative Assistant
About The Position
Remington & Vernick Engineers is seeking a charismatic individual to join their team as the first point of contact for the office. This role requires the ability to multitask, work well under pressure, and function as a team player. Responsibilities include typing, filing, scheduling, financial record keeping, coordinating meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. The position also involves answering non-routine correspondence, assembling confidential and sensitive information, and interacting with external callers, visitors, and internal contacts at all levels. Independent judgment is necessary for planning, prioritizing, and organizing workload. This is a part-time role requiring 24 hours per week, spread over 3 days.
Requirements
- Ability to complete work on schedule with extreme accuracy and detail
- High degree of self-motivation and independent decision making with exemplary follow up skills
- Solid organizational skills with ability to prioritize tasks and manage time
- Excellent interpersonal skills
- Excellent communication skills (written and verbal)
- Ability to work in a fast-pace environment
- Possess understanding and functional knowledge of business correspondence
- Proficient systems knowledge: Microsoft Office, Outlook, Excel, Word, PDF Reader
- High school diploma
- Two years of administrative experience
- Valid Driver’s License
Nice To Haves
- Internal Software knowledge a plus: Deltek Vision Accounting and/or a Project Management Software System
Responsibilities
- Schedules and organizes complex activities such as meetings, education, conferences and department activities for all members of the department.
- Organizes and prioritizes incoming/outgoing information and calls. Drafts written, phone or emailed responses where necessary.
- Establishes, develops, maintains and updates project filing system for department. Retrieves information from files when needed. Ability to understand when to enlist the efforts of client representatives and senior management to accelerate the collection process.
- Establish and maintain effective and cooperative working relationships with co-workers and clients. Works in cooperation with other assistants to cover phones.
- Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
- Provide information billing department for chargeable projects related to RFP’s, Contracts and client requirements for invoicing. Coordinate with Finance, payment of invoices, requests for purchase orders and check requests.
- Administration of Contracts for Municipalities, Sub consultants, Private clients and Project Specific
- Formation and distribution of all design / inspection correspondence
- Preparation & verification of all pay certificates, submittals
- Maintain conference room, i.e. calendar, luncheons, appearance
- Coordinate internal and external meetings for supervisors
- Creation and maintenance of Deltek Vision Plans
- Manages and completes all projects as assigned.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
High school or GED
