Administrative Specialist

Our engineering client that specializes in solving complex problems involving our environment, natural resources, and civil infrastructure is looking to bring on an administrative specialist to support their growing NJ offices. This is a contract to hire position that will sit in Pennington, NJ and require 2 days onsite per month in Lyndhurst, NJ. There is flexibility with work from home, Fridays are always fully remote.

The Administrative Specialist will perform administrative office support services of a varied nature assisting the staff and management in a Branch office. Work is performed under the direction of the Office Administrator/Manager or Branch Manager.

Administrative Specialist Responsibilities:Assist staff and Manager with assigned administrative tasks.Schedule and organize business and time-sensitive office activities such as travel, client meetings, staff meetings, conferences, and webinars for the department and office.Act as liaison with travel and car rental agencies as needed.Assist with coordination of employee functions and events. Type and layout general correspondence, memos, charts, tables, graphs, business plans, reports and documents relating to clients, projects, and professional matters; proofread documents for spelling, grammar and format consistency, making appropriate changes.Organize and prioritize information and calls; create logs and databases.Word process and assemble proposals and reports to meet project deadlines; coordinate and assist with reproduction needs, and other project related duties.Assist in processing timesheets, expense reports, etc. as needed.Work with Regional Finance Manager on branch accounting functions including local branch operating account, petty cash account and accounts payable process.Maintain Branch Library, Library database and Marketing database, as applicable.Take necessary action in the event of an emergency such as urgent mail, courier, facsimile or messages received in the absence of managers.Maintain office supply and office furniture and equipment inventory and maintenance.Place service calls for all branch equipment repair and maintenance. (with assistance from receptionist).Set up, manage and inventory the office’s off-site storage, copier repair services, and recycle program.Act as point of contact for vendors for office and field supplies; retain copies of agreements with vendors.Act as liaison between branch personnel and property management firm for maintenance of office space.Receive and respond to requests for assistance from Branch and Corporate Managers and staff and respond accordingly.Assist Manager with training new support staff.Assist with receptionist duties as needed.Run routine errands when needed.

Administrative Specialist Required Knowledge, Skills and Abilities:Knowledge of Windows based software including Word, Excel, and Power Point, and experience using word processing equipment; knowledge of database management and electronic time-keeping software.Knowledge of office operations, accounting procedures and administrative policies and procedures.Ability to read and comprehend simple instructions, correspondence and memos; ability to write simple correspondence and ability to effectively present information in one-on-one and small group situations.Ability to add, subtract, multiply and divide in all units of measure using whole numbers common fraction and decimals.

Acceptable Experience and TrainingGraduation from an accredited high school or GED and a minimum of two (2) to three (3) years of administrative experience; must type a minimum of 40 to 50 wpm, accurately;Experience with word processing equipment, software, and other business equipment, or any equivalent combination of education, experience and training that provides the required knowledge, skills and abilities to perform the essential functions of the job.