Administrative Coordinator needed for engineering firm in the City of Philadelphia. This is an amazing company with fantastic opportunities. Great office environment. Excellent benefits. Incredible opportunity for growth. Literally no turn over! Opportunity available due to growth in this office. You will be providing assistance to the full office team; but in particular the Principal and Managing Partner of this office. You will be considered the Office Coordinator for the Philadelphia office as sole administrative assistant. Responsibilities -
Prepares, edits, proofreads, and assembles incoming and outgoing correspondence and documents
Supports technical staff utilizing MS Office, Excel, PowerPoint, and Adobe expertise in order to complete work product
Assists Project Managers with a working knowledge of specific functions of the project management database, e.g. relevant reports, pre-bills, etc.
Supports marketing initiatives, such as assistance with developing contracts and Requests for Proposals.
Conducts internet research
Performs office administrative duties as required, including filing, emailing, scanning, processing incoming and outgoing mail and packages, and answering incoming phone calls
Proofs, edits, and formats documents including: reading the entire document checking for typos; punctuation and grammatical errors; incomplete sentences; consistency of names and terms; proper headers and footers; agreement of table of contents with actual pages; clarity of meaning; and adherence to the firm's template standards
Assists Unit Manager with a working knowledge of accounts receivable, accounts payable, purchasing, and offices services
Assists with the preparation of and finalizing professional reports and presentations
Organizes internal meetings, webinars, and conference calls; facilitating food orders
Coordinates outside activities and events
Provides assistance where requested in the coordination of office tasks which may include resolving building issues, conference room scheduling and setup/takedown, contacting vendors as needed
Maintains office equipment, orders office supplies, and researches new equipment/leases
Orders, stocks, and maintains break room supplies, snacks, and drinks
Ability to easily multi-task in a deadline-driven environment
Energy and Enthusiasm - Consistently maintains high levels of activity and productivity
Attention to Detail - Careful and quality oriented Communication - Clearly conveys information, excellent writing skills
Flexible with time and responsibilities Assumes Responsibility - Self-starter, willing to interact as a team player, and take independent initiative. Works proactively in solving problems; makes self available and takes action beyond normal responsibilities
Bachelor's degree preferred
Attention to detail
3 or more years of office experience working with various levels of personnel
Ability to multi-task and prioritize
Excellent grammar and proofreading skills
Strong oral and written communication skills
Has intimate knowledge of MS Word, Excel, Outlook, PowerPoint, Adobe (or other digital image software) and Vision (or other database management product)
Excellent customer service and interpersonal skills
Experience with marketing and business development tasks preferred
Adaptability to changing priorities and project deadlines
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