Administrative & Accounting Specialist

Our 30-person office is dedicated to making our community a better place through our passion for transportation planning and engineering. Located in the heart of Downtown Los Angeles, we are easily accessible by transit, walking, and bicycling. We are a dynamic and close-knit team committed to providing high-quality work, as well as maintaining work-life balance. We are looking for an experienced administrative professional with general accounting experience to join us.

Currently, our office is operating 100% remotely; and therefore, this role will be as well. The ideal candidate for this position will be able to thrive independently from home for now and will be ready to be ingrained into the office routines once we are back to working in person. We are flexible to both a part-time schedule of about 24-32 hours per week or a full-time schedule of 40 hours per week. The right candidate for this position will have:

U

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.

Mark

Senior Business Services Administrator

“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.”

Ribeka

Senior Transportation Engineer/Planner

“While working on projects, I appreciate the support of someone who is not afraid to ask questions and be 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 and alternatives.”

Amanda

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.”

Mark

Senior Business Services Administrator

“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.”

Ribeka

Senior Transportation Engineer/Planner

“While working on projects, I appreciate the support of someone who is not afraid to ask questions and be 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 and alternatives.”

Amanda

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.”

More About the Role

 

RESPONSIBILITIES

Administration

Remote & In-Person Operation Duties:

  • Answer main office phone line
  • 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 enhancement of administrative services

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

  • Be our first contact to clients, greet and orient visitors at our front desk, and answer incoming phone calls, transferring them as appropriate
  • Organize the shared office space to be professional in appearance (including storage areas, kitchen, lunchroom, and common office spaces, and keep commonly used areas orderly and stocked with supplies, equipment 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 Operation Duties:

  • Work with assigned project managers to prepare monthly electronic invoices and progress reports within the standard billing cycle (these are processed using the Electronic Invoicing application in conjunction with the Deltek Vision/Vantagepoint project management system)
  • Assist in project set-up in Deltek Vision/Vantagepoint (our accounting and project management software)
  • Assist project managers and office leadership with 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, respond to accounts payable inquires
  • Assist project managers to meet Accounts Receivable targets
  • Liaison between project manager and accounting 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) or Consulting industry
  • Motivation to produce high-quality, accurate, and timely work
  • Intermediate to advanced experience in office computer software/systems, including Microsoft Office and Adobe products
  • Ability to represent Fehr & Peers to clients and all levels of employees, including 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
  • 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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