Administrative Assistant

REMINGTON & VERNICK ENGINEERS II•Asheville, NC

5h•Onsite

About The Position

Remington & Vernick Engineers is searching for a charismatic individual to join our team. This person will be the first point of contact for our office. This position will provide critical support to the Mechanical, Electrical and Plumbing (MEP) Department within the Facilities Division. This individual must be able to multitask, work well under pressure and function as a team player. In addition to typing, electronically filing and scheduling, this individual must be able to perform duties such as data entry, coordination of meetings and conferences, order supplies, plan office events, coordinating direct mailings and working on special projects. Also, answers non-routine correspondence and assembles confidential and sensitive information. Deals with external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize workload.

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-paced environment
Possesses understanding and functional knowledge of business correspondence
Proficient systems knowledge: Microsoft Office, Outlook, Excel, Word, Bluebeam PDF
High school diploma.
One year of administrative experience.
Valid Driver’s License

Nice To Haves

Internal Software knowledge a plus: Deltek, Accounting and/or Project Management Software System

Responsibilities

Schedules and organizes various activities such as meetings, 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.
Develops and maintains electronic project filing system for the 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.
Establishes and maintains 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 and reports.
Proofreads for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
Provides information to various departments within the company. Coordination with Finance, payment of invoices, requests for purchase orders, check requests and more.
Administration of contracts for public clients, subconsultants and private clients
Formation and distribution of all design and inspection correspondence
Preparation and verification of pay certificates, submittits
Maintain conference room, i.e. calendar, luncheons, appearance
Coordinate internal and external meetings for supervisors
Creation and maintenance of Deltek Vantagepoint Plans
Manages and completes all projects, as assigned