Senior Administrative Assistant at Kleinfelder in Hamilton, New Jersey

Job Description:

Details:

Kleinfelder has been connecting great people to the best work since 1961. We are engineers, scientists, and construction professionals providing solutions that improve our clients' transportation, water, energy, and other private infrastructure. As a responsive, cross-disciplinary team of bright, curious, and innovative problem-solvers, we are dedicated to doing the right thing, every day, on every project from over 60 offices in the US, Canada and Australia.

Built on a foundation of excellence, Kleinfelder is committed to client-focused solutions. Through our depth of experience and thorough understanding of environmental, regulatory, economic, and civic conditions, we identify and address challenges with innovation and common-sense. Kleinfelder's integrated, award-winning experts collaborate with clients to meet their objectives - from project inception through design and execution. Connecting great people to the best work is our purpose - together, we deliver.

Kleinfelder is seeking a full-time detail oriented, dynamic Senior Administrative Specialist with at least 5 years of administrative experience with time to be split between our Hamilton, NJ and Exton, PA offices (based on business need).

Provides high level, proactive administrative support to their specific business unit or area of responsibility. Supports respective teams with advanced administrative support and guidance related to Area requirements. May coordinate assigned staff to ensure internal and external clients' expectations are met in a timely and satisfactory manner. Works autonomously with limited direction from Supervisor/ Manager within specific guidelines and protocols on moderately complex assignments. Must be flexible as schedule demands, detail oriented, and must be a team player with a positive can-do attitude.

RESPONSIBILITIES

• Must be proficient in Microsoft Office Suite, specifically Outlook, Word and Excel. Will provide word processing support and must be able to work well across Word and PDF platforms, assembling professional documents and reports while demonstrating exceptional writing skills.


• Completes, coordinates, or delegates administrative tasks associated with filing, data entry, and general clerical responsibilities in a proactive and ongoing manner.


• May from time to time provide backup to other administrative staff, including accountability for front desk activities, including but not limited to answering phones, greeting clients and visitors, and ensuring office inventory is well stocked.


• Follows and maintains established administrative protocols regarding project set-up in respective systems to ensure contracts, and other project related documentation are well organized, labeled, and filed.


• Supports the preparation and administration of agreements, addendums, fee letters and confidentiality agreements as requested.


• Maintains a polite and professional approach when referring or resolving client questions, concerns, or issues; Ensures responses or referrals to client needs are handled in a timely, effective, and efficient manner.


• Communicates information in a succinct and organized manner, produces written information that is appropriate for the intended audience.


• Prioritizes tasks effectively and manages time while meeting established deadlines.


• Supports and follows shipping and receiving processes/ protocols for the office or respective business unit.


• Manages office, safety, and real estate related vendors effectively and appropriately to ensure office is well maintained.


• Completes other assigned tasks within administrative role on an as needed/ requested basis.

JOB DESCRIPTION

• Allocates time and attention based on what is most important to achieve key goals and objectives.


• Approaches work in an organized and systematic manner.


• Effectively manages tasks, information, and requests.


• Should be comfortable interacting with people at all levels of the organization.


• Adjusts style of conversation based on the audience.


• Uses words and messages appropriate given the background and interests of the people he/she is talking to.


• Adept at using advancing technology related to his/her job, keeping up to date on changes and adapts work approach to keep pace with innovations in technology.

POSITION COMPETENCY REQUIREMENTS

• Accepts and follows directions from others. Respects authority. Complies with requests.


• Takes accountability for delivering on commitments.


• Owns mistakes and uses them as opportunities for learning and development; openly discusses his/her actions and their consequences both good and bad.


• Critically reviews work processes to ensure quality and addresses problems that could impact quality.


• Does not make the same mistakes twice.


• Able to work effectively with limited or partial information.


• Achieves forward progress in poorly defined situations or unclear goals and is able to see projects through to completion.

EXPERIENCE & ACADEMIC REQUIREMENTS

Education: High School Diploma or equivalent required. Associate degree or certification of skill in related field desired.

Experience: A minimum of 5 years of administrative experience

Other Knowledge and Skills: Basic understanding of accounting practices such as invoicing, billing, accounts receivables, accounts payable, and other project related accounting principles. Solid communication skills and basic knowledge of company products and operations. Preference will be given to previous experience with an environmental firm.

Kleinfelder offers an excellent compensation and benefits package including medical, dental, vision, life insurance, 401(k) plan, and paid holidays.

Kleinfelder is an Equal Opportunity Employer - Minorities/Women/Disabled/Veterans (Compliant with the new VEVRAA and Section 503 rules)

NOTICE TO THIRD PARTY AGENCIES
Please note that Kleinfelder does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, Kleinfelder will not consider or agree to payment for any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, Kleinfelder explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resume, including those submitted to hiring managers, are deemed to be the property of Kleinfelder.

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