Administrative Assistant
Overview:
NV5 is a provider of engineering and consulting services to public and private sector clients, delivering solutions through six business verticals: Testing, Inspection & Consulting; Infrastructure; Utility Services; Environmental Health Sciences; Buildings & Program Management; and Geospatial Technology.With offices nationwide and abroad, NV5 helps clients plan, design, build, test, certify, and operate projects that improve the communities where we live and work.
As engineers, architects, construction/program managers, environmental professionals and beyond, we play a significant role in shaping our communities through the services we provide. We are looking for passionate, driven individuals to join our team focused on Delivering Solutions and Improving Lives.
NV5 is seeking a full-time Administrative Assistant in our Long Beach, CA office. The Administrative Assistant will provide coverage to all groups as needed to assist with administrative duties, perform an extensive array of administrative tasks to enable all groups to effectively achieve their deadlines and objectives, and help build efficiency and effective responsiveness into existing operations.The successful applicant will assist marketing and finance groups within the office offering the opportunity for continued career specialization and growth. This position is for you if you thrive in dynamic environments where you are able to simultaneously balance multiple tasks and deadlines.
Responsibilities:
- Greets guests upon entry and responds to requests, questions and any other needs appropriately and professionally
- Monitors and controls access to the building
- Order Supplies
- Sort and distribute mail daily; prepare outgoing mail and packages; accept packages delivered
- Logging in all packages and tracks them through to pick-up by recipient
- Coordinate office logistics and assist with relocation
- Perform administrative tasks for all groups in office including but not limited to archiving, binding, cleaning/organizing, typing, proofing and editing letters, updating and creating spreadsheets, mailing, copying, faxing, filing, invoicing, running errands, ordering/maintaining office supplies, and handling petty cash.
- Assist in meeting deadlines for billing by providing the necessary information to project managers, compiling the information, and organizing the information to streamline the process.
- Coordinate or complete a variety of office tasks including but not limited to building and equipment maintenance requests, errands, mail needs, conference room schedules, office organization and cleanliness.
- Print and scan small and large documents.
- Perform QA/QC of documents.
- Answer multi-line phone and cover front lobby, greet clients and visitors with a positive attitude.
- Enter client and project related information, expense reports, and labor adjustments/timesheets into Deltek VantagePoint system.
- Coordinate office events.
- Coordinate with vendors for events, project needs and office equipment repairs as needed.
- Support corporate groups as needed, assist with special projects as needed.
Perform other duties as assigned
Qualifications:
Qualifications- High School Diploma or equivalent required, knowledge of administrative office practices and procedures, Associates degree preferred.
- 1-3 years of relevant administrative support experience.
- Previous experience in a professional office setting, experience in an Engineering firm a plus.
- Proficiency in Microsoft Office Suite.
- Ability to communicate effectively and positively with co-workers/managers, must have a can-do attitude.
- Excellent written and oral communication skills, planning and organization skills, and attention to detail.
- Ability to learn and use additional software programs required to handle assigned tasks.
- Demonstrate sound judgment, comprehensive decision making and problem-solving skills.
- Ability to work independently.
- Ability to effectively support multiple groups.
This information is provided per California Senate Bill 1162. Base pay information is based on market location. Applicants should apply via the NV5 careers site.
NV5 offers a competitive compensation and benefits package including medical, dental, life insurance, PTO, 401(k) and professional development/advancement opportunities.
NV5 provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws.NV5 complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.