Administrative Assistant

Company: PACE Advanced Water Engineering
Location: Fountain Valley
Posted on: May 15, 2022

Job Description:

Job Description PACE is seeking a dynamic, highly organized individual with strong administrative skills to support administrative needs specifically for our Environmental Water Division. The admin group works as a team, so at times, is not limited to this one division. This candidate should be able to multi-task and have ability to switch to new projects accordingly. This position requires performing a variety of tasks, including, but not limited to the following: Open for Full Time or Part Time Assist with the compilation, preparation and submittal of project reports, memos, RFI responses and manuals. This includes editing text, printing text, coordinating plans to be plotted, coordinating the development of covers with graphics department, and assembling for submittal as required. This includes coordination with graphics department for report covers, spines, CD labels, laminating, etc. Assist with purchasing and shipping project related materials and equipment as necessary. Assist with preparation of presentations and other marketing materials on an as-needed basis. Assist Division Managers and senior level management with calendar coordination, scheduling of appointments, expense reports, travel arrangements and project tracking. Keeping track of company credit card purchases to submit to accounting dept. Maintain company client database (in a proprietary system). Assist in developing project timeline schedules and updating monthly reports. Prepare business correspondence (proposals, change orders, purchase orders, specifications, meeting minutes, letters, memos, reports, tables, spreadsheets, etc.) as required. Coordinate proper contract documentation in a timely manner. Start-up of engineering proposals and job files. Manage correspondence files. Updates network correspondence files (computer file management). Assist with filing hard copy files of proposals and project files Prepare .pdfs of reports that have been submitted. Assist with answering incoming phone calls to the PACE general phone line. Prepare shipping packages. Assist with updating monthly work calendar and the PACE weekly work schedule for office distribution. Maintain client contact information in company contact database. Utilize PACE---s standards for formatting business correspondence. Attend meetings as requested and take notes, transcribes in a formalized format and distributes, as necessary. Assist with maintaining registrations for engineers while following company policies regarding registration renewal. Perform other tasks, as assigned. Applicants shall have the following minimum experience: Minimum five years administrative experience, preferably in an engineering environment Demonstrated excellent verbal and written communication skills Demonstrated proficiency in Microsoft Office suite including Excel, Word, Outlook, PowerPoint and Project. Demonstrated proficiency using ProCore, Deltek, Ajera or like software. Demonstrated ability to interface with all levels of employees, managers and officers Past history of maintaining high degree of confidentiality and exercise good judgment Previous experience utilizing creative problem-solving skills Demonstrated ability to prioritize and manage multiple tasks Demonstrated ability to work independently and as part of a team Perform very detail-oriented work with past success Candidate resumes will be evaluated relative to experience and knowledge of all areas listed above. Physical Demands While performing the duties of this job, the employee is regularly required to sit, use hands, handle or feel; and talk or hear. The employee is occasionally required to stand, walk and reach with hands and arms. The employee may occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision; color vision is very helpful. Work Environment The noise level in the office work environment is moderate and typical of a professional office environment. Benefits Great Benefits package offered to Full-Time employees. This position is open to Full-Time or Part-Time. Part-Time will not receive benefits. Salary Compensation will be commensurate with experience and capabilities. PACE is an equal opportunity employer. At this time, PACE will not sponsor a new applicant for work authorization. Local candidates are preferred. No relocation package is offered. If interested, please respond to this posting by submitting your resume with salary requirement and references. NO RECRUITERS PLEASE. Company Description Company Overview PACE is a specialized civil engineering firm focusing on advanced water resource services with unique research and development capabilities through our onsite water quality and piloting laboratories. We offer a wide range of engineering services related to water, wastewater, stormwater management, water resource planning and regulatory compliance to ensure projects are both economically viable and environmentally sustainable. Our engineering approach focuses on maximizing value, applying state-of-the art analytical tools and designing water infrastructure systems that include environmental, aesthetic and recreational uses. PACE staff members include licensed professional engineers, university instructors and policy-makers in the water resource arena. We invite you to learn more about PACE by visiting our website: pacewater.com.

Keywords: PACE Advanced Water Engineering, Fountain Valley , Administrative Assistant, Administration, Clerical , Fountain Valley, California