Administrative Specialist

Fehr & Peers•Orange County, CA

39d•$30 - $38

About The Position

Fehr & Peers is a team of collaborative transportation and business professionals who are passionate about making a positive impact on neighboring communities. We are seeking an Administrative Specialist to join our Orange County Office. This role requires someone who is proactive, enthusiastic, and organized, to effectively assist clients and staff alike. The ideal candidate will be personable, attentive, invest in building relationships with staff across the company, and enjoy new opportunities to learn and grow. We provide a flexible, inclusive, and fun atmosphere. Our companywide focus on career development also ensures staff have ample opportunity for skills development, growth, and mentorship. Join us and grow your career!

Requirements

1-6 years of experience working in a professional business environment
BS/BA in Business Administration, Management, Accounting or similar field or equivalent work experience
Commitment to high-quality, reliable, and timely work performance
Customer service mindset—proactive, solutions-oriented, with the ability to anticipate needs
Excellent time management and organizational skills—able to manage multiple tasks and deadlines, while maintaining exceptional attention to detail and professionalism
Eagerness for collaboration with a proven ability to work as part of a team, while building and maintaining strong internal and external relationships
Problem solving attitude and proven ability to address issues proactively
Ability to represent Fehr & Peers and communicate professionally with clients, teaming partners, and current/potential employees
Intermediate experience in office computer software/systems, including Adobe Acrobat Professional and Microsoft Office (Teams and SharePoint desired)
Data entry/typing speed of 80 wpm and competency with Excel (Tests for these will be administered) including adobe products
Familiarity with both accounts receivable and accounts payable processes
Familiarity with general bookkeeping and knowledge of general accounting principles
Openness to periodically arrive early and leave late to assist with special events, typically once per quarter

Responsibilities

Serve as the first point of contact for clients by greeting and orienting visitors at our front desk, and answering and transferring incoming phone calls
Assist office leadership with administrative needs, including food and office supply orders, coordination with building management, and more
Maintain office Outlook calendar
Coordinate with visitors from other offices, and help them reserve spare workspaces
Coordinate meetings and office events as requested, including weekly lunches, meals for monthly training classes, food/supply orders from Costco, and meeting set-up/clean-up
Organize the office space to be professional in appearance, keeping commonly used areas orderly and supplies ordered and stocked as needed
Manage the kitchen, keeping it tidy and well-stocked with supplies, helping unload the dishwasher as needed
Act as a liaison for corporate administrative staff, sharing relevant information with the local office
Support and plan office social activities (quarterly birthday parties, in-house happy hours, retirement celebrations)
Provide basic bookkeeping support, including documentation of credit card and petty cash purchases
Organize and produce electronic and hard-copy versions of deliverables for projects and proposals
Assist with the preparation of final proposal deliverables, including production and coordinating delivery services
Work with project managers to package monthly electronic invoices and submit to clients
Assist project managers and office leadership with project set ups, closing projects and tracking of project budgets.
Compile and process expense reports for office leadership using SAP Concur as requested.
Process accounts payable expenses, create check requests, and respond to accounts payable inquires as requested.
Assist with oversight of accounts receivables and contact client representatives on outstanding invoices.
Assemble project contracts using standard templates and ensure required forms and documents are processed
Liaison between the client, sub-contractors, project managers, and accounting on invoice discrepancies and changes.
Assist with different contracting stages, incorporating changes, submission for legal reviews, and signatures through Adobe Sign as requested
Participate in a companywide administrative group focused on collaboration and enhancement of administrative services
Coordinate with administrative staff from other offices, and take on some administrative duties from other offices in times of need