What are the responsibilities and job description for the Administrative Communications Specialist position at Aventia?
BEM Systems, Inc. is seeking a detail-oriented and proactive Administrative Communications Specialist to provide administrative, communications, and event support across the organization. This role is integral to ensuring smooth office operations, coordinating internal and external events, supporting proposal development, and assisting with human resources, marketing and corporate administrative activities. This is a full-time, hourly, in-office position scheduled for 30 hours per week, Monday through Thursday from 8:30 a.m. to 4:30 p.m.
The ideal candidate is highly organized, resourceful, and comfortable balancing multiple priorities in a dynamic professional services environment.
Key Responsibilities
Administration, Office Support & Employee Engagement Support
Qualifications & Requirements
The ideal candidate is highly organized, resourceful, and comfortable balancing multiple priorities in a dynamic professional services environment.
Key Responsibilities
Administration, Office Support & Employee Engagement Support
- Serve as the primary point of contact for office support needs.
- Maintain office and kitchen supply inventories; place orders as needed.
- Coordinate company events including holiday parties, birthdays, picnics, and other employee engagement activities.
- Support planning and logistics for internal and external events, including trade shows (packaging, shipping, and booth setup support).
- Register employees, book hotels, and coordinate booth materials for annual trade shows and conferences.
- Assist the HR Business Partner with recruiting, interviewing, and onboarding activities.
- Maintain and update the corporate contact list as new employees are onboarded.
- Send company-wide communications introducing new employees.
- Support the Marketing Communications Manager with social media post scheduling.
- Create organizational charts and proposal cover pages for proposal efforts.
- Update and maintain company forms used in proposal submissions.
- Assist with prequalification packages, proposals, and report production.
- Print and produce bound materials, including GBC and plastic comb binding, and create three-hole punch binders for reports and proposals.
- Support ordering of company-branded and trade show materials in collaboration with the Marketing Communications Manager and HR Business Partner.
- Create and distribute monthly company birthday videos.
- Maintain corporate and employee certification files for compliance and proposal needs.
Qualifications & Requirements
- Degree in Marketing, Graphic Design, or a related field or a minimum of three (3) years of relevant experience.
- Advanced proficiency in Microsoft Word (formatting) and working knowledge of Excel (formatting).
- Strong working knowledge of Adobe Acrobat, Adobe Illustrator, and Adobe InDesign for graphic illustration and page layout.
- Excellent organizational skills with strong attention to detail.
- Experience working in a professional services environment; A/E/C industry experience preferred but not required.
- Experience with printing, packaging, and shipping processes.
- Ability to work both independently and collaboratively in a fast-paced environment.
- Notary upon hire.
- Ability to sit for extended periods while using office equipment and computers.
- Ability to occasionally lift and carry office supplies and materials up to 20 pounds.