Overview

Collins is an ENR Top 500 Design Firm, providing design and analysis services coupled with field experience to the transportation, marine, construction, and land development industries. As a mid-size, but growing, multi-disciplined civil engineering and professional services firm, Collins is a great place to work. Large enough to provide a broad range of experiences and exposure to a variety of hands-on projects across multiple functions and business units, but small enough to retain a flexible environment and family atmosphere. 

 Collins Engineers, Inc. is seeking a team-oriented, multifaceted, and self-motivated candidate to fill the Administrative Assistant position. This person can sit either in our Portsmouth, NH or East Greenwich, RI locationYou will support the administrative aspects of our growing office by being a driving force for the team. You will assist the managers in the office and different departments throughout the organization. Also, you will provide general office and secretarial/clerical functions, marketing support, and proposal preparation support by performing the following duties listed below. This role reports directly to the Regional Manager.

Position Description

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Assists department personnel in project and department administration and coordination as requested.
• Maintains project related contract files and assists with project invoicing.
• Assists the Division and/or Assistant Regional Managers in the preparation of proposals.
• Works with and supports project team.
• Transcribes and proofs letters, memos and correspondence on engineering topics such as, legal description and easements, engineering agreements, reports, studies, ads, proposals, specifications, tables, contracts, forms and all other business typing as requested by department personnel.
• Files correspondence and other records.
• Makes copies of correspondence or other printed matter.
• Assembles engineering reports.
• Processes incoming and outgoing mail.
• Manages office supplies.
• Assists in making travel, conference and seminar arrangements.
• Participates in departmental telecommunications.
• Assists in office overflow work with other Administrative Assistants.
• Supports field staff.
• Coordinates expense reports submittals.
• Is point of contact for corporate departments.
  • Works with Accounts Receivable and Accounts Payable departments in coordinating and processing timesheets, expense reports, invoices, and other duties.
  • Works with Marketing department on proposal preparation, prequalification submittals, employee resume maintenance, searches for solicitations, and other duties. Requires strong editing and proofreading skills and overall responsibility for the quality of materials submitted.
  • Works with HR department on new hire orientation, certification administration and tracking, paperwork administration, and other duties.

EXPERIENCE and/or SKILLS and ABILITIES:

Prior office experience is preferred in which independent work was performed. Must have the ability to operate a computer and the following computer software:

• Advanced skills in Microsoft Word, Excel, Access, PowerPoint, and Outlook
• General (Microsoft Windows)
• Adobe Photoshop, or other publishing software, experience preferred but not required
• Deltek experience a plus

Additional Information

View physical demands and our commitment to safety. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

As a federal contractor, Collins Engineers is a drug and alcohol-free workplace. 

Notice to Third Party Agencies

Collins Engineers, Inc. is an Equal Employment Opportunity/Affirmative Action/M/F/Vet/Disability Employer.

For more information, please download the below documents: 

EEO is the Law Poster | EEO is the Law Supplement | Pay Transparency Policy Statement

*Note: to enable links and learn more about our benefits and culture, please view this posting on the Collins website at https://www.collinsengr.com/careers/benefits/.