Administrative Assistant

POSITION SUMMARY:

Remington & Vernick Engineers is in search of a charismatic individual to join our team. This person will be the first point of contact for our Lakewood, NJ Office. This position may require you to sit in either our Lakewood, NJ location or Morganville NJ location. This position will provide critical support to three Departments. This individual must be able to multitask, work well under pressure and function as a team player. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles confidential and sensitive information. Deals with external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize workload.

ESSENTIAL FUNCTIONS:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Schedules and organizes complex activities such as meetings, education, conferences and department activities for all members of the department.
• Organizes and prioritizes incoming/outgoing information and calls. Drafts written, phone or emailed responses where necessary.
• Establishes, develops, maintains and updates project filing system for department. Retrieves information from files when needed.
• Ability to understand when to enlist the efforts of client representatives and senior management to accelerate the collection process.
• Establish and maintain effective and cooperative working relationships with co-workers and clients. Works in cooperation with other assistants to cover phones.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Provide information billing department for chargeable projects related to RFP’s, Contracts and client requirements for invoicing. Coordinate with Finance, payment of invoices, requests for purchase orders and check requests.
• Administration of Contracts for Municipalities, Sub consultants, Private clients and Project Specific
• Formation and distribution of all design / inspection correspondence
• Preparation & verification of all pay certificates, submittals
• Maintain conference room, i.e. calendar, luncheons, appearance
• Coordinate internal and external meetings for supervisors
• Creation and maintenance of Deltek VantagePoint Plans
• Manages and completes all projects as assigned.

COMPETENCIES:

• Technical Capacity.
• Personal Effectiveness/Credibility.
• Thoroughness.
• Collaboration Skills.
• Communication Proficiency.
• Flexibility.
• Stress Management/Composure.

KNOWLEDGE, SKILLS and ABILITIES:

• Ability to complete work on schedule with extreme accuracy and detail
• High degree of self-motivation and independent decision making with exemplary follow up skills
• Solid organizational skills with ability to prioritize tasks and manage time
• Excellent interpersonal skills; Excellent communication skills (written and verbal)
• Ability to work in a fast-pace environment
• Possess understanding and functional knowledge of business correspondence
• Proficient systems knowledge: Microsoft Office, Outlook, Excel, Word, PDF Reader
• Internal Software knowledge a plus: Deltek Vision Accounting and/or a Project Management Software System

SUPERVISORY RESPONSIBILITY:

This position has no supervisory responsibilities.

EDUCATION/EXPERIENCE:

High school diploma.

One year of administrative experience.

CERTIFICATIONS/LICENSES REQUIRED

Valid Driver’s License

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:

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 job operates in a professional office environment. The role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax. Work requires frequent and prolonged computer use. The position requires the ability to sit, stand, file, lift and carry files up to 25 pounds. Some travel to Corporate/Client/Remote Offices may be expected for this position.

EEO STATEMENT:

This company is an Equal Opportunity Employer. We invite resumes from all qualified, interested parties, regardless of race, gender, national origin, religion, sexual orientation, disability, age, or any other protected classification under national or local law.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. We are an At Will employer.