Administrative Specialist

Fehr & Peers • Oakland, CA

3d • $25 - $30 • Onsite

About The Position

Are you passionate about joining a company that is at the forefront of transforming transportation infrastructure and promoting sustainability within local communities? We’re actively seeking an Administrative Specialist to join our team based in Downtown Oakland, conveniently located near the 19th Street BART. Our office of 25 is committed to positively impacting the communities we serve.

As an Administrative Specialist, you’ll play a pivotal role in supporting our team’s day-to-day operations and contributing to the success of various initiatives. The role involves managing front desk responsibilities, acting as the primary point of contact for visitors, and supporting administrative tasks, ranging from event planning, invoicing and project assistance. Which also includes occasional after-hour assistance for event coordination. You’ll also be an integral part of our six-person administrative team, based out of our Oakland and Walnut Creek offices, and a member of our companywide administrative professionals forum.

Successful candidates will be organized and detail-oriented, value customer service, eager to jump in and support the team, and open to trying new tasks. This position requires 40 hours a week, in-person availability five days per week.

Requirements

• 2 years of experience working in a professional business environment
• BS/BA in Business Administration, Management, Accounting, or a related field, or equivalent work experience
• Intermediate to advanced proficiency in Adobe Professional, Microsoft Office Suite, including but not limited to Microsoft Excel
• Familiarity with accounts receivable and accounts payable processes, and data entry
• Collaborative and solutions-oriented mindset with a strong client focus and professionalism
• Flexibility in managing requests in a fast-paced environment
• Excellent time management and organizational skills
• Commitment to high quality, accurate, and timely work

Nice To Haves

• Knowledge of database reporting
• Previous experience with Deltek Vision/Vantagepoint
• Copyediting skills and proficiency in Adobe InDesign for graphics and design
• Experience with project proposal process

Responsibilities

• Be the welcoming face of our team by greeting visitors, managing phone calls, and maintaining a professional office space, preparing meeting minutes, assisting with recruitment scheduling and other administrative responsibilities
• Provide general administrative support, including data entry, processing invoices, setting up projects in our invoicing system, and other general tasks
• Assist Operations Managers with administrative duties as needed
• Collaborate with and backfill for the Oakland and Walnut Creek administration team, including travel to the Walnut Creek office as needed
• Coordinate meetings, events, and travel arrangements
• Manage project-related paperwork, such as insurance certificates and business certifications
• Contribute to companywide administrative initiatives aimed at enhancing collaboration and services
• Handle credit card reconciliation and prepare petty cash reconciliation statements
• Process accounts payable expenses, create check requests, and address accounts payable inquires
• Order lunch for office trainings/meetings and order snacks/drinks
• Execute duties with a customer service and problem-solving attitude

Benefits

• Medical, Dental, Vision, Life and Disability Insurance.
• 401(k) Plan with matching and profit sharing.
• Flexible Spending Accounts.
• Commuter Benefits.
• Paid Vacation, holidays and sick leave.
• 8 weeks of Paid Parental Leave.
• Mentoring and Career Development programs.
• Research and Development group participation, and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 251-500 employees