Administrative Assistant - Engineering Services
About The Position
Vanderweil Engineers is a nationally recognized, top-ranked engineering firm specializing in MEP/FP and technology services. For 75 years, we've delivered innovative solutions across diverse sectorsincluding Science & Technology, Mission Critical, Academic, Healthcare, and Commercial. As one of the largest independently owned engineering firms in the U.S., our team of 500+ professionals operates from nine offices nationwide, bringing deep expertise and a commitment to excellence to every project.If youre ready to grow your career alongside some of the brightest minds in the industry, wed love to hear from you. We offer both stability and growth opportunities in todays fast-changing environment. We are currently seeking an Administrative Assistant to join our team in our NYC office located on 6th Avenue.
Requirements
- Must have a can-do attitude, possess strong interpersonal skills, work well in a team environment, and ability to work independently with self-initiative and motivation.
- Must have excellent organizational, written, and verbal communication skills with a proactive approach to follow up, be very detail-oriented, flexible, ability to prioritize, multitask, and handle multiple, deadline-driven tasks efficiently.
- Must have MS Office 2013 or higher experience and be proficient with formatting and working with templates in Excel and Word.
- The ideal candidate must have an Associates degree or higher
Nice To Haves
- Experience with DocuSign, Adobe Acrobat, Bluebeam Revu, Unanet, and NewForma a plus.
- experience with Management and Executive support services in the A/E/C industry, including Professional Engineering Licensing, which would be a plus.
- Experience with Construction Administration including processing of RFIs, Submittals, and Shop Drawing/ Document Control is a plus.
Responsibilities
- Word processing/formatting and filing maintenance of proposals, project correspondence, reports, etc.
- Organizing and scheduling internal and off-site meetings with multiple people.
- Processing expense reports.
- Assisting with project documents including but not limited to affidavits, drawings, and other construction documents.
- Assisting with travel arrangements both domestic and international.
- Scheduling meetings/calendar management.
- Processing PE applications or renewals and assisting with Continuing Education tracking.
- Processing program/seminar registrations.
- Coordinate department lunches, schedule lunch and dinner reservations, group gatherings/meetings.
- Processing professional organizations membership and subscription renewals.
- Maintaining files and documentation control for both network and file folders.
- Coordinating courier and express shipments with the mailroom.
- Excel spreadsheet creation/formatting and edits for reports.
- Miscellaneous administrative tasks upon request as required.
Benefits
- Our Flexible & Hybrid Work CultureWe know that work/life integration is important to our employees. Our hybrid work style (up to 2 days remote per week) allows team members to have flexibility while building their skills through in-person exposure to industry experts. Our wellness programs prioritize our team members physical and behavioral health.
- We are an equal opportunity employer committed to inclusion and diversity in the workplace.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
Number of Employees
501-1,000 employees
