Champion Our Office Culture

We’re looking for an experienced Administrative Specialist to join our office located in the heart of downtown San Jose. Our 20-person team is comprised of collaborative professionals known for providing high quality to our clients. We are committed to investing in our staff through training and professional development opportunities, while having fun at the same time. You can collaborate with a great mix of seasoned professionals and junior-level staff that thrive in a positive working environment.

You take initiative. You find ways to raise the bar and elevate efficiency for our office through your innovative and proactive approach.

You engage people by seeking opportunities to connect beyond a device. You’ll build relationships in-person with staff in our office and deliver customized service that meets varying client preferences.

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You value autonomy. You create adaptable routines and maximize your stellar organization skills. You balance quality and timeliness and view their importance equally.

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You enjoy collaboration. You’ll connect with Administrative staff across the company to share similar and unique market experiences. You’ll also have the opportunity to engage in working groups concentrated on communication exchanges, personal development, and business services.

Franziska
Operations Manager

The Administrative Specialist is such an important part of the team and has a high level of influence on the culture and environment. I’m looking for someone who’s versatile, positive, and collaborative. Someone who provides a high level of service, shows initiative, and genuinely enjoys supporting others.

Franziska
Operations Manager

The Administrative Specialist is such an important part of the team and has a high level of influence on the culture and environment. I’m looking for someone who’s versatile, positive, and collaborative. Someone who provides a high level of service, shows initiative, and genuinely enjoys supporting others.

Marcel
Administrative Assistant 

 will rely on this teammate as a collaborator in our administrative and marketing efforts within the office. If you are personable with strong initiative, have a can-do attitude and desire to promote cohesion and unity among the team, this role is for you.

Marcel
Administrative Assistant

I will rely on this teammate as a collaborator in our administrative and marketing efforts within the office. If you are personable with strong initiative, have a can-do attitude and desire to promote cohesion and unity among the team, this role is for you.

Dan
Associate

I’d appreciate a teammate who takes pride in a job well done. Our office will benefit from a person who has the ability to collaborate with staff around the office, relate to their needs, identify solutions, and find effective ways to implement those solutions.

Dan
Associate

I’d appreciate a teammate who takes pride in a job well done. Our office will benefit from a person who has the ability to collaborate with staff around the office, relate to their needs, identify solutions, and find effective ways to implement those solutions.

More About the Role

Join Us
At Fehr & Peers, we are a team of entrepreneurial individuals empowered to develop effective and innovative transportation solutions that improve communities. We provide planning and engineering services associated with all modes of transportation. Our passion, combined with our business strategy, creates opportunities for personal and professional growth. We invite you to explore career opportunities at Fehr & Peers.

About the Role
You will join our office’s 2-person administrative team to provide key administrative support to the office and company. Your role will include project, accounting, and marketing support, in addition to general administrative duties. Key tasks are outlined below.

Project/Accounting Support:

  • Work with assigned project managers with project set-up and prepare monthly electronic invoices and progress reports within the standard billing cycle (these are processed within our Deltek Vision project management system)
  • Review basic contract terms and requirements as they relate to project type and set-up
  • Serve as a liaison between project manager and accounting on billing revisions and invoice changes
  • Proofread and edit final documents, including reports, memos, and letter proposals
  • Organize and produce electronic and hard-copy deliverables for projects and proposals
  • Provide basic accounting support, including preparation of credit card, petty cash, and parking reconciliation statements and processing of office’s accounts payable expenses and check requests

Marketing Support:

  • Plan, coordinate and produce qualifications, proposals, and presentations to ensure deadlines are met and proposals are compliant with the applicable RFP or RFQ submission instructions
  • Solicit and coordinate information from internal clients, external consultants, and other team members for inclusion in proposal and presentation materials
  • Assist with the preparation of final proposal deliverables including production and coordinating delivery services.

General administrative support:

  • Be our first contact to clients, greet and orient visitors at our front desk, answer incoming phone calls and transfer them as appropriate
  • Handle requests from and coordinate with the office leadership on administrative needs for the office
  • Coordinate meetings and office events
  • Maintain office calendar
  • Organize the office space to be professional in appearance (including office supply areas, storage areas, and common office spaces, and keep commonly used areas clean and stocked with supplies)
  • Be the liaison between office staff & the Corporate administrative staff
  • Participate in a companywide administrative group focused on collaboration and enhancing administrative services
  • Coordinate with administrative staff from other offices, especially Bay Area office, including willingness to take on some administrative duties from other offices in times of need

About You
You are highly motivated, personable, and organized. You have excellent problem solving, interpersonal skills, and a positive, can-do attitude. You thrive in a fast-paced environment with minimal supervision. You also have:

  • Experience working in a professional business environment, preferably within the Architecture and Engineering (A&E) or Consulting industry
  • Commitment to high quality, reliable and timely work performance
  • BS/BA in Business Administration, Management, Accounting or similar field or equivalent work experience
  • Excellent time management and organizational skills to manage multiple tasks and deadlines while maintaining exceptional attention to detail and professionalism
  • Customer focus, interpersonal and teamwork skills with a proven ability to build and maintain strong internal and external relationships
  • Poise and maturity to be a Fehr & Peers representative to clients and potential employees, including the ability to articulate business goals, vision, culture and environment
  • Intermediate or advanced experience in office computer software/systems including Adobe Professional and Microsoft Office
  • Prior experience with Deltek Vision preferred, but not required
  • Demonstrated ability to communicate effectively and professionally with internal and external associates
  • Desire to work in a fast-paced working environment with many new challenges
  • Ability to reliably be in the office between the core hours of 9 AM to 4 PM, with flexibility on start and end times
  • Ability to periodically arrive early (prior to 7 AM) and leave later (after 8 PM) to assist with special events in the office, typically once per quarter.

About Fehr & Peers
Fehr & Peers has specialized in providing multimodal transportation planning and engineering services to public and private sector clients since 1985. Our commitment to the firm’s unique culture is unparalleled in our industry. Partnering with staff to create opportunities for development provides continuous career growth. We consistently seek and encourage feedback to identify areas for individual, team, and firm-wide improvement. Our robust, internally-funded research and development program enables us to develop new analytical methods and advance the state of the practice. We are very proud of the impact our commitment has had on the communities we have been fortunate to serve.

Ready to apply?

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Click here for our Employment Application Statement
As an affirmative action/equal opportunity employer, Fehr & Peers welcomes all to apply including veterans and individuals with disabilities.