Administrative Associate

QC Servion, LLC

19h•$52,500 - $62,738•Remote

About The Position

The Administrative Associate will have the opportunity to interface with all departments in the firm. They will demonstrate problem-solving skills, effective teamwork and respect for deadlines while providing administrative talents. This role operates in a dynamic, fast-paced environment where priorities frequently shift, requiring adaptability and strong problem-solving skills. Success in this role demands the ability to juggle multiple priorities, pivot swiftly in response to changing business needs and effectively handle both projects with accuracy and efficiency in a remote environment. This role is pivotal in supporting general staff operations, ensuring seamless file management, meticulous document handling and effective communication. They will work collaboratively with various departments within the company, serving as a key member of the Operations Team. The Administrative Associate will rely on instructions and pre-established guidelines to perform the functions of the job. This person will work under immediate supervision. The Administrative Associate will communicate and operate in line with organizational goals and values, as well as departmental objectives.

Requirements

Knowledge of administrative support functions including managing files, documenting processes, designing forms and templates using themes and styles, etc.
Knowledge of continuous process improvement
Demonstrate continued and progressive knowledge of administrative tasks required for an engineering firm
Skill in booking and arranging travel and events
Skill using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint) and Adobe / Bluebeam
Skill using artificial intelligence, machine learning and generative artificial intelligence
Ability to leverage AI and emerging technologies to streamline workflows, optimize operational processes, and contribute to company-wide innovation
Skill in database administration and analytics
Skill in completing assignments accurately and with attention to detail
Ability to analyze situations using critical thinking to determine options for path forward
Ability to maintain confidentiality and handle sensitive information
Ability to work successfully in a remote environment through effective communication and organizational skills, self-motivation, self-direction, proactiveness and resourcefulness in a distraction free workspace
Ability to maintain neat, orderly, complete documents and project files
Ability to analyze and prepare documents, reports and correspondence
Ability to communicate effectively in both oral and written form (technical and non-technical information)
Ability to work successfully as a member of a team and independently with supervision
Ability to work under pressure and meet close deadlines
Organizational skills, with the ability to manage multiple tasks simultaneously and adapt to changing business requirements as necessary

Responsibilities

Processes expense reports for executive leadership, including receipt collection, policy compliance review and timely submission through the company's expense management platform. Manages discrepancies with cardholders and finance to ensure accurate, on-time reimbursement.
Maintain digital files, update templates and ofts and standardized formats, manage specifications files and track document requests, policies and procedures.
Perform word processing, proofreading, spreadsheet management, data entry and reporting. Assist with document development and production and company presentations.
Monitor and manage the general company email inbox and phone messages, responding to inquiries and directing them appropriately. Assist with employee and client gift research and purchases.
Support company training programs, including delivery to staff, and conduct various research as needed.
Assist with travel arrangements, industry and conference event bookings and scheduling. Manage event tracking, meetings and related logistics.
Contribute to special projects as needed.
Completion of Assigned Tasks and Deliverables on Time and on Budget
Performs Other Related Duties as Assigned

Benefits

Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option).
Flex spending accounts (FSA).
Dental and vision plans.
Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26.
401k with company match and self-directed brokerage account option.
PTO including additional paid time off during the last week of the year.
Company paid life insurance coverage for employees and their eligible dependents.
Short and long-term disability, AD&D coverage.
Professional development opportunities, tuition reimbursement, and professional licensing assistance.
Paid parental leave after one year of employment.