Administrative Specialist 

 San Jose, CA

Full-Time (40 hours per week)

Our 22-person San Jose office is an innovative team of professionals known for providing high-quality service to our clients.  Located in the heart of downtown San Jose at Santa Clara Street and San Pedro Street, we commit to investing in our staff through training and professional development opportunities while having fun at the same time. We’re seeking a highly motivated and engaging Administrative Specialist to support our San Jose office. The role includes project, accounting, and marketing support in addition to general administrative duties. The successful candidate takes initiative, builds positive relationships, delivers customized service, maintains stellar organization, and enjoys collaboration. Thriving in a fast-paced environment with problem-solving and interpersonal skills is key. This multifaceted position also offers the opportunity to collaborate with a great mix of seasoned professionals and junior-level staff that all thrive in a positive working environment.  

Joining our office’s two-person administrative team, this role provides key administrative support to the office and the company. In keeping the office and operations functioning smoothly, our administrative specialists work closely with project managers on project and accounting support, prepare and organize the office, set up meetings, and plan social events. Beyond the regular tasks and organization, multiple new and challenging tasks continually come up to be tackled, such as identifying new social opportunities, helping on important marketing pursuits, incorporating new technology, and learning contract review. Our company-wide team of administrative professionals provides the opportunity for collaboration with administrative team members across the company, and our focus on career development encourages staff to take initiative in building on their own interests, skills, and personal development.

 

Responsibilities

Project/Accounting Support

  • Assist with project set-up in our accounting and project management software (Deltek Vantagepoint)
  • Work with assigned project managers to prepare monthly electronic invoices and progress reports within the standard billing cycle (also processed within Deltek Vantagepoint) 
  • Assist project managers and office leadership with tracking project budgets and financial metrics 
  • 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 the 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 delivery coordination services. 

General Administrative Support

  • Serve as 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, including but not limited to organizing social events for the office 
  • Coordinate meetings and office events as requested 
  • Maintain office calendar 
  • Organize the office space to be professional in appearance (including office supply areas, storage areas, and common office spaces; keep commonly used areas clean and stocked with supplies, etc.)  
  • Serve as the liaison between office staff and Corporate administrative staff 
  • Participate in a company-wide administrative group focused on collaboration and enhancement of administrative services 
  • Coordinate with administrative staff from other offices, especially Bay Area offices, and be willing to take on some administrative duties from other offices in times of need 

Requirements

  • 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 a 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 
  • Demonstrated ability to communicate effectively and professionally with internal and external associates 
  • 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
  • Prior experience with Deltek Vantagepoint (preferred, but not required) 

 

COVID-19: Fehr & Peers follows federal, state, and local requirements regarding COVID-19 procedures such as masking, distancing, and vaccination documentation. As an employer with more than one hundred employees, Fehr & Pees is required to ensure our employees are fully vaccinated against COVID-19 or test for COVID-19 weekly. And, as a federal contractor, certain Fehr & Peers offices will require that unvaccinated employees obtain an approved medical or religious exemption. Please let us know if you would like to discuss any of these matters prior to or during the interview process.

EEO: 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. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.