Job Opening for Senior Administrative Specialist in Fehr & Peers (2201 Broadway, Oakland, CA 94612)

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If you are looking for a Administration Job ? Then, This is the place where you can find All sources of Job opportunities with detailed information.

Job Category : Administration
Company Name: Fehr & Peers
Position Name: Senior Administrative Specialist
Location : 2201 Broadway, Oakland, CA 94612
Job Description : Please apply on our website: https://www.fehrandpeers.com/job/senior-administrative-specialist/The Fehr & Peers Oakland office is home to 16 transportation engineers and planners. Our team is supportive, inclusive, and dedicated to improving local communities through our project work. We are looking for a proactive, enthusiastic, and organized Senior Administrative Specialist to join our team. The ideal candidate strives to deliver high-quality service for both office and client support while building relationships and continually learning.The person in this position anticipates needs, showcases organizational and interpersonal skills, and assists the office’s Operations Manager in problem-solving administrative challenges. With collaboration as a core value, our team thrives with motivated and personable individuals that enjoy interacting, sharing ideas, and providing assistance. The role provides valuable opportunities for a self-starter to bring solutions vital to office success and to fulfill a variety of responsibilities within needed timelines. Our administrators engage with staff both virtually and in person, working together in meeting client needs and streamlining our processes.Fehr & Peers values career development, and administrative team members have extensive opportunities for skill development, growth, and mentorship. In Oakland, we also enjoy a variety of social and team building activities, including our office softball team, ping pong tournaments, family-friendly social events, and more.ResponsibilitiesOffice AdministrationBe our initial contact to clients, greet and orient visitors at our front desk, answer and transfer incoming phone calls as appropriateCoordinate meetings, events, conference registrations, and employee travel arrangementsSet-up and organize catering and refreshments for office eventsOrganize the shared office spaces (including storage areas, kitchen, and lunchroom) to be professional in appearance. Keep commonly used areas orderly and stocked with supplies, equipment functioning as expected, etc.Order, receive, and store equipment and food/snacks as directedMaintain vendor relationshipsCoordinate with office leadership regarding administrative needs for the officeServe as a liaison between the office and Corporate administrative staff Track and maintain special programs between our office, Corporate staff (including IT), and building managementMaintain office Outlook calendarCompile and process expense reports for office leadershipPrepare petty cash reconciliation statementsPrepare weekly administrative staff timesheet calculationsComplete general administrative paperwork tasks, including copying, binding, preparing mailing labels, copying files to USB drives, etc.Participate in a company-wide administrative group focused on collaboration and enhancement of administrative servicesProvide back-up administrative reinforcement to other offices when neededProject Administration/AccountingWork with project managers to prepare monthly invoices using a combination of Deltek Vantagepoint, Electronic Invoicing software, and Microsoft ExcelProcess the office’s accounts payable expenses, create check requests, respond to accounts payable inquiresRequest and process forms for projects and proposals, such as insurance certificates, W-9s, and business certificationsCreate and maintain orderly electronic project and proposal foldersAssist with project set-up in Deltek VantagepointAssist project managers and office leadership with tracking project budgets and financial metricsAssist project managers in meeting accounts receivable targets; work with clients and project managers to resolve payment issuesLiaison between the project manager and the accounting department for billing revisions and invoice changesQualificationsPosition Requirements: 3 to 5 years of experience working in a professional business environment, preferably within the Architecture and Engineering (A&E) or similar consulting industryBS/BA in Business Administration, Management, Accounting, or similar field, or equivalent work experienceAbility to reliably be in the office between core business hours of 9am-4pm, Monday through Friday, with some flexibility on start and end timesBasic familiarity with project administration principlesKnowledge of general accounting principles, including basic knowledge of different project billing types, to ensure accurate billing and data trackingFamiliarity with both accounts receivable and accounts payable processesMotivation to produce high-quality, accurate, and timely workIntermediate to advanced experience in office computer software/systems, including Microsoft Word and Microsoft ExcelAbility to represent Fehr & Peers to clients and all levels of employees, including describing business goals, vision, culture, and environmentCustomer focus and teamwork skills, with a proven ability to build and maintain strong internal and external relationshipsExcellent time management and organizational skillsAbility to multi-task and meet deadlines in a fast-paced environmentAdditional Desired Qualities: Knowledge of database reportingPrior experience with Deltek Vision/VantagepointPlease apply on our website: https://www.fehrandpeers.com/job/senior-administrative-specialist/COVID-19: Fehr & Peers follows federal, state, and local requirements regarding COVID-19 procedures such as masking, distancing, and vaccination documentation. In order to fulfill legal or client requirements, Fehr & Peers may be required to ensure our employees are fully vaccinated against COVID-19 or test for COVID-19 weekly. And, as a federal contractor, certain Fehr & Peers offices may require that unvaccinated employees obtain an approved medical or religious exemption. Please let us know if you would like to discuss any of these matters prior to or during the interview process.EEO: Fehr & Peers is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment in the workplace. We welcome applicants of diverse backgrounds, and hire without regard to race, color, creed, religion, sex, gender identity or expression, sexual orientation, marital or parental status, national origin, ancestry, citizenship, age, disability, genetic information, political affiliation, military service or any other characteristic protected by law. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.Job Type: Full-timeBenefits:401(k)401(k) matchingDental insuranceEmployee assistance programFlexible scheduleFlexible spending accountHealth insuranceHealth savings accountLife insurancePaid time offParental leaveProfessional development assistanceRetirement planVision insuranceSchedule:Monday to FridayWork Location: One location


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