Administrative Office Assistant

Haag, a Salas O'Brien Company•Philadelphia, PA

5h•$27 - $30•Hybrid

About The Position

This Administrative Assistant role supports daily office operations by providing a wide range of administrative, coordination, and clerical services across multiple departments, including administrative, marketing, and accounting. The role also assists with document preparation, project tracking, and basic accounting tasks, including data entry and reporting in Deltek. This position offers exposure to administrative, marketing, and accounting functions. The ideal candidate is detail-oriented, organized, and proactive, with strong communication skills and the ability to multitask in a fast-paced environment.

Requirements

2+ years relevant experience
Proficient in MS Word, Excel, PowerPoint, Outlook
Strong attention to detail with emphasis on accuracy and quality of work
Strong oral/written communication skills
Excellent interpersonal skills and a pleasant, positive, professional demeanor
Must be reliable, flexible, proactive and able to multi-task
Must have a willingness to help wherever needed
Typing speed of 40+ WPM

Nice To Haves

Adobe In-Design and CRM is a plus

Responsibilities

Answer/screen/route calls/emails, greet/direct visitors
Coordinate internal and lunch & learn meetings, set-up includes ordering food/beverages, tidy-up conference rooms for meetings
Prepare mailings for regular, express and courier deliveries
Order supplies for the office (upon request)
Log in / log out project shop drawings and RFIs
Assist with generating letters, proposals, reports, transmittals, and specifications
Some data entry for accounting software (Deltek)
Send monthly AR reports to clients
Assign new proposal numbers for the PM’s and opening new project numbers in Deltek
Input new project numbers into the copiers for tracking
Run monthly copier reports
Assist with accounting data journal entries
Run dishwasher (when in office)