What are the responsibilities and job description for the Administrative Assistant position at Fleis & VandenBrink Engineering, Inc?
At Fleis & VandenBrink (F&V), we pride ourselves on being a Hot Growth Firm and one of the Best & Brightest Companies to Work for in Michigan and in the nation. Join our team and see how we’ve become one of the nation’s fastest-growing firms, what best practices we use and why our employees believe we are an ideal place to work.
F&V is an employee-owned and highly successful, growth-oriented civil and environmental engineering/architectural firm that provides a wide range of services to municipal, industrial, institutional, commercial, and private development clients throughout Michigan and Indiana.
We are currently looking for an experienced Administrative Assistant to join our team on a full-time basis. This opportunity will be working ‘on-site’ in our Grand Rapids, MI office.
At F&V, our goal is to recruit and retain great people and in turn provide a great employee experience. We offer a collaborative team environment, competitive salaries and benefits program, performance bonus incentives, and support for training and career development.
Responsibilities:
- Provide advanced administrative and project support, under minimal direction, to a group of engineers, project managers, and CAD staff.
- Track proposals, project milestones, and deliverables; maintain accurate project records.
- Provide comprehensive support on all phases of a project (e.g., opportunities, proposals, contracts, reports, specifications, bidding, construction, funding applications, meeting agendas and minutes, memos, sub-consultant coordination).
- Draft and edit correspondence and technical documents with thorough audit and application of formatting, grammar, spelling, and punctuation.
- Prepare monthly department reports.
- Coordinate meetings, workshops, trainings, and presentations (virtual and in-person), including scheduling, logistics, materials, venue setup/cleanup, and follow-up of action items.
- Assist the Manager with confidential annual reporting and strategic planning.
- Handle administrative tasks, including expense reports, managing multiple calendars, making travel arrangements, and coordinating department events.
- Help onboard new staff on group administrative procedures and document templates.
- Apply AI tools to administrative and document workflows, document what works, and recommend improvements.
- Help develop and maintain standard templates, prompts, and reusable instructions for AI-assisted tasks.
- Follow F&V data security and confidentiality policies when using AI tools with client and project information.
- Promote F&V’s culture and a positive image of the firm.
Qualifications:
- Associate’s degree and 5 or more years of administrative experience, or 8 or more years of administrative office experience preferred.
- Experience in engineering, construction, or similar field is strongly desired.
- Advanced Microsoft Office skills including Word, Excel, Outlook, and PowerPoint.
- Working knowledge of Adobe Acrobat and/or Bluebeam Revu.
- Comfort with technology and interest in using AI tools (e.g., Claude) to improve efficiency and quality in everyday tasks such as drafting, editing, and organizing information
- Excellent interpersonal and written communication skills.
- Self-starter who takes initiative and follows requests through to completion.
- Professional demeanor, integrity, discretion, and confidentiality with sensitive financial, personnel, and strategic information.
- Occasional work outside normal business hours may be required.
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Deltek Vantagepoint (or similar timekeeping software) experience a plus.
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Outgoing team player who brings energy and enthusiasm to the workplace, fosters a positive and engaging team culture, and builds strong rapport with others.
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Ability to manage multiple tasks and priorities while meeting deadlines.
F&V offers a competitive salary, benefits, and career development opportunities. Apply today!
F&V is an equal opportunity employer.