Overview

The engineering Senior Administrative Coordinator will provide administrative support for the Engineering Department. Duties include clerical and administrative work in answering telephones, providing client assistance, data processing and reporting, as well as proposal preparation and coordination.

Responsibilities

• Reviews and edits proposals, assists with data entry in accounting software and populates project data sheets on all new projects.
• Enters client and project information in accounting software and updates project information when necessary.
• Receives project requests internally from the Engineering Department.
• Updates department spreadsheets on workload and backlog.
• Prepares qualifications and populates standard forms on RFP responses.
• Reviews and populates proposal metrics.
• Prepares permit applications and tracks permitting process.
• Prepares and edits reports and presentations using Microsoft PowerPoint and Excel.
• Manages and organizes logistics for team meetings, workshops, events, and functions.
• Answers, screens, and forwards incoming Engineering related phone calls.
• Takes and retrieves messages for the Vice President | Director of Engineering.
• Arranges travel and accommodations for Directors
• Assists with other related clerical duties such as photocopying, faxing, filing, and collating.
• Performs other duties as assigned.

Qualifications

Formal Education, Licenses and Certifications

• Associates degree in office administration or related field preferred.

Knowledge and Experience

• 8 years of progressive experience in administrative support positions
• Advanced level of proficiency in Microsoft Office Suite – specifically Word, Excel, PowerPoint, and Teams.

Competencies and Personal Attributes

• Professional appearance and attitude.
• Reliable and punctual.
• Independent thinking, adaptability, judgment, and advanced problem-solving skills
• Exceptional verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Good working knowledge of English grammar, punctuation, spelling, and style.
• Ability to accurately proofread and pay special attention to detail.
• Ability to organize, multitask, and prioritize tasks.
• Ability to interact with employees and vendors in a professional manner.
• Ability to maintain confidentiality and handle all conversations / interactions with the utmost professionalism.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is a largely a sedentary role: however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

Availability

This is a full-time position. Days and hours of work are Monday through Friday, 8 a.m. to 5 p.m.

Travel

No travel is expected for this position.