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Administrative Specialist at Fehr & Peers
Walnut Creek, United States
Job Descrption
In this role, you’ll face new challenges every day and handle various tasks. Managing multiple requests, meeting deadlines, and building strong relationships are essential. We need someone who can bring the team together and support others whenever needed. We offer a supportive and inclusive environment focused on teamwork. We’re dedicated to helping our employees grow and learn, with plenty of opportunities for advancement. Joining us means representing Corporate Administration while helping all our teams and offices succeed.
Responsibilities
- Plan, coordinate, and/or facilitate in-office meetings, including catering arrangements
- Support office and company events from pre-planning to setup, takedown, and catering arrangements
- Manage the client survey process, including distribution, data entry, and generating reports
- Review and reconcile invoices for office expenses, routing for approval and payment
- Complete credit card reconciliations
- Organize and maintain the office space to be professional in appearance, keeping commonly used areas, including the kitchen, clean and stocked with supplies
- Route daily mail and packages
- Maintain and order office supplies
- Coordinate monthly parking badges and validations
- Coordinate and provide new hire welcome onboarding
- Communicate with property management for maintenance requests and with vendors as needed
- Process various forms such as insurance certificates
- Perform general troubleshooting on office equipment (printers/copiers) and coordinate service calls
- Participate in a companywide administrative group focused on collaboration and enhancement of administrative services
- Participate in the group that plans Corporate office activities
- Perform ad hoc requests
Qualifications
- Ability to reliably work in the office 5 days per week
- 3+ years of experience working in a professional office environment, preferably with the Architecture and Engineering (A&E) or Consulting industry
- Collaborative and solutions-oriented mindset with a strong focus on client satisfaction
- Excellent time management and organizational skills
- Strong written and verbal communication skills
- Capacity to work independently with general direction and guidance
- Commitment to high-quality, accurate, and timely work performance
- Comfort and confidence working in a fast-paced environment with shifting priorities
- Flexible attitude and comfort with managing requests and instructions from a variety of individuals
- Skill in building and maintaining strong relationships with a variety of personalities and styles
- Enthusiasm and ability to maintain a high level of professionalism
- Intermediate proficiency in Microsoft Word, Excel, PowerPoint, and Teams, and Adobe Professional
- Notary certification (desirable)
Full information about the benefits we offer can be found by visiting our careers page.
EEO: Fehr & Peers is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment in the workplace. We welcome applicants of diverse backgrounds, and hire without regard to race, color, creed, religion, sex, gender identity or expression, sexual orientation, marital or parental status, national origin, ancestry, citizenship, age, disability, genetic information, political affiliation, military service or any other characteristic protected by law.Nondiscrimination: Fehr & Peers ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act of 1964. If you need more information or special assistance for persons with disabilities or limited English proficiency, contact Human Resources.
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