Administrative Specialist

Fehr & Peers•Tacoma, WA

16h•$30 - $38•Hybrid

About The Position

We’re seeking a part-time Administrative Specialist to join our team of collaborative transportation and business professionals in Tacoma who are passionate about making a positive impact on neighboring communities. This part-time role requires someone who is proactive, enthusiastic, and organized, to effectively assist clients and staff alike. The ideal candidate will be attentive, invest in building relationships with staff across the company, and enjoy new opportunities to learn and grow. The position is hybrid, working in-office Mondays, Wednesdays, and Thursdays, and from home Tuesdays and Fridays. Specific work hours are negotiable as part of this part-time position but will be expected during standard workday hours. 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 in person, part-time, and grow your career! Please review the job responsibilities below.

Requirements

2-5 years of experience working in a professional business environment
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
Ability to represent Fehr & Peers and communicate professionally with clients, teaming partners, and current/potential employees
Intermediate or advanced experience in office computer software/systems, including Adobe Acrobat Professional, Deltek Vantagepoint, SAP Concur, and Microsoft Office (Teams and SharePoint desired)
Familiarity with general bookkeeping
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, greeting and orienting visitors at our front desk (Mondays, Wednesdays, and Thursdays), and handling incoming phone calls
Assist office leadership with administrative needs, including equipment, orders, and building management
Maintain office calendar
Coordinate meetings and office events as requested, including food orders and event set-up/take-down
Organize the office space to be professional in appearance, keeping commonly used areas orderly and supplies stocked as needed
Manage the kitchen, coordinating up-keep and keeping it stocked with supplies
Act as a liaison for corporate administrative staff, facilitating relevant information sharing with the local office
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 if needed
Support the new hire interview process including candidate scheduling and on-boarding needs
Provide basic bookkeeping support, including preparation of credit card and petty cash statements and processing of the office’s accounts payable expenses and check requests
Assist with project set-up in our accounting and project management software
Compile and send monthly project invoices
Work with project managers to follow up with clients on unpaid invoices
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
Provide other marketing support as needed