Administrative & Accounting Specialist

Our 15-person San Diego office is dedicated to making our community a better place through our passion for transportation planning and engineering. We are a dynamic and close-knit team committed to providing high-quality work and maintaining work-life balance. Located in the Little Italy neighborhood of Downtown San Diego, our office is easily accessible by transit, walking, and bicycling. Our team is now seeking an experienced administrative professional with general accounting knowledge to join us in delivering the high-quality service we provide to our staff and clients. We are committed to collaboration and professional development opportunities, so our new Administrative Specialist will have the opportunity to work with a great mix of seasoned and junior staff on a wide variety of tasks in a positive working environment.

Currently, our office is operating 100% remotely; therefore, this role will be as well. The ideal candidate for this position is able to thrive independently working from home for now and will be ready for integration into the office routines once we are back to working in person. While we continue to operate remotely, the position will be part-time (24-32 hours per week), and will transition to a full-time schedule of 40 hours per week once we resume in-office operations. The right candidate for this position will have:

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Excellent problem-solving skills

with the motivation to seek out answers, stay organized in all work, and value a high-quality product.

w

Strong communications skills

being personable and professional, and taking the time to get to know how others work and what they need to effectively collaborate with them.

1

Adaptability

with a flexible approach to each situation and the ability to successfully multi-task.

Katy

Office Leader

“We work on a large variety of projects that require a variety of skills and flexibility to changing needs and priorities. One key to being successful is being adaptable, so we can customize our approach with the unique needs of every project. Our training will help you learn how to customize your approach, and your willingness to learn and be challenged will help you succeed.”

Sohrab

Senior Market Leader

“While working on projects, I appreciate the support of someone who is proactive in asking questions and who is creative in identifying solutions. I am looking for someone I can hand off a task or question to and trust that they will identify a solution or determine the best person to coordinate with.”

Chris

Operations Manager

“Our office is dedicated to improving the communities we work and live in, and each person plays a critical role in making that happen. Your strong communication skills to clearly share project and accounting details and deadlines will be just as important as your involvement in creating a sense of community and trust in the office.”

Katy

Office Leader

“We work on a large variety of projects that require a variety of skills and flexibility to changing needs and priorities. One key to being successful is being adaptable, so we can customize our approach with the unique needs of every project. Our training will help you learn how to customize your approach, and your willingness to learn and be challenged will help you succeed.”

Sohrab

Senior Market Leader

While working on projects, I appreciate the support of someone who is proactive in asking questions and who is creative in identifying solutions. I am looking for someone I can hand off a task or question to and trust that they will identify a solution or determine the best person to coordinate with.”

Chris

Operations Manager

“Our office is dedicated to improving the communities we work and live in, and each staff member plays a critical role in making that happen. Your strong communication skills to clearly share project and accounting details and deadlines will be important, as will your involvement in creating a sense of community and trust in the office.”

More About the Role

A candidate eager to learn and grow with a dedication to detail, organization, and quality work will thrive in this role. As part of a collaborative environment, success in this position requires motivation, interpersonal skills, a positive attitude, and the ability to thrive in a fast-paced environment with minimal supervision.

Part-Time (24-32 hours/week) to Full-Time (40 hours/week)

RESPONSIBILITIES

Administration

Remote & In-Person Operational Duties:

  • Answer main office phone line, transferring calls as appropriate
  • Coordinate meetings, events, conference registrations, and employee travel arrangements
  • Handle requests from and coordinate with office leadership on administrative needs for the office
  • Serve as a liaison between the office and Corporate administrative staff 
  • Track and maintain special programs between our office, Corporate staff, and building facilities
  • Request and process forms for projects and proposals, such as insurance certificates, W-9s, and business certifications
  • Organize and format documents to provide high-quality, electronically delivered client reports and proposals
  • Maintain Office Outlook calendar
  • Provide back-up administrative reinforcement to other offices when needed
  • Create and maintain orderly electronic project and proposal folders
  • Participate in a company-wide administrative group focused on collaboration and the enhancement of administrative services

Additional Duties, to Resume During In-Person Operation (TBD, likely in 2021):

  • Serve as our first contact to clients at our front desk, greeting and orienting visitors
  • Organize shared office space to be professional in appearance (including storage areas, kitchen, lunchroom, and common office spaces), keep commonly used areas orderly and stocked with supplies, ensure equipment is functioning as expected, etc.
  • Organize catering and refreshments for office-wide and meeting-specific events
  • Order (as directed), receive, and store equipment and food/snacks
  • Complete general administrative paperwork tasks, including copying, binding, preparing mailing labels, copying on USB drives, etc.
  • Receive and distribute office mail

Accounting

Remote & In-Person Operational Duties:

  • Work with project managers to prepare monthly electronic invoices and progress reports within the standard billing cycle (processed using the Electronic Invoicing application in conjunction with the Deltek Vantagepoint project management system)
  • Assist in project set-up in Deltek Vantagepoint (our accounting and project management software) 
  • Support project managers and office leaders in tracking project budgets and financial metrics
  • Compile and process expense reports for office leadership
  • Prepare petty cash reconciliation statements
  • Process the office’s accounts payable expenses, create check requests, and respond to accounts payable inquires
  • Assist project managers in meeting accounts receivable targets
  • Liaison between the project manager and the Accounting department on billing revisions and invoice changes

QUALIFICATIONS

Position Requirements:

  • Knowledge of general accounting principles
  • Familiarity with both accounts receivable and accounts payable processes
  • BS/BA in Business Administration, Management, Accounting, or similar field, or equivalent work experience
  • Experience working in a professional business environment, preferably within the Architecture and Engineering (A&E) industry or consulting fields
  • Motivation to produce high-quality, accurate, and timely work
  • Intermediate to advanced experience in office computer software/systems, including Microsoft Office and Adobe Acrobat
  • Ability to represent Fehr & Peers to clients and all levels of employees, including in describing business goals, vision, culture, and environment
  • Customer focus and teamwork skills, with a proven ability to build and maintain strong internal and external relationships
  • Excellent time management and organizational skills to effectively multi-task and meet deadlines in a fast-paced environment

Additional Desired Qualities:

  • Knowledge of database reporting
  • Prior experience with Deltek Vision/Vantagepoint
  • Ability to copyedit and format written deliverables

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. 

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