Administrative Specialist

Washington, DC 

 

Since opening our Fehr & Peers DC office in April of 2015, we have grown into a team of eight professionals with an excellent reputation for providing high-quality service to our clients. With a focus on building our brand in a new market, our office offers an exciting place to work. We’re seeking a highly motivated, personable, and organized individual with excellent problem-solving skills to join our team as our new Administrative Specialist and support both our DC and Orlando offices.

The Administrative Specialist role takes on a variety of general and project support tasks, facilitating and streamlining workflow and office processes for maximum efficiency and effectiveness. The position is well-suited for a candidate with strong interpersonal skills, a proactive attitude, a solutions-oriented focus, and the readiness to take on any task or challenge. This team-building role collaborates with a great mix of seasoned professionals and junior-level staff that thrive in a positive working environment. Since we regularly share resources with other Fehr & Peers offices, the position also provides frequent opportunities to interact with other regions.

We foster an employee-focused culture and emphasis on professional growth. With our office’s strong marketing needs, this position offers potential growth opportunities into marketing coordination responsibilities and the advancement of administrative practices for our own office and other offices company wide.

 

Responsibilities

Project Support:

• Assist project managers with project set-up and closing in our accounting and project management software, Deltek Vantagepoint
• Request and process necessary forms, such as insurance certificates, W-9s, business certifications, etc.
• 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 Vantagepoint and sometimes include additional Excel spreadsheets)
• Assist project managers and office leadership with tracking project budgets and financial metrics
• Assist project managers to meet accounts receivable targets and work with clients and project managers to resolve payment issues
• Liaison between project managers and accounting representatives regarding billing revisions and invoice changes

General Administrative Support:

• Organize the office space to be professional in appearance (including storage areas and common office spaces) and keep commonly used areas clean and stocked with supplies
• Coordinate food orders and set-up/take-down for lunch and other office meetings
• Coordinate incoming and outgoing mail, packages, and faxes
• Maintain inventory and order office supplies
• Coordinate meetings and events as requested
• Communicate with property managers and vendors as necessary
• Perform general troubleshooting on office equipment (computers, printers, and copiers) and coordinate service calls
• Review and approve invoices for regular office expenses
• Serve as the liaison between office staff and Corporate administrative staff
• Participate in a company-wide administrative group focused on collaboration and enhancing administrative services
• Support the Operations Manager in office operations

Requirements

• BS/BA in Business Administration, Management, English, Communications, Marketing, or similar field
• Intermediate or advanced experience in office computer software/systems, including Adobe Professional and Microsoft Office
• Demonstrated ability to communicate effectively with internal and external associates
• Desire to work in a fast-paced environment with many new challenges
• Personable and positive demeanor, expression of a can-do attitude and strong initiative
• Excellent time management and organizational skills
• Ability to multi-task, meet deadlines, and work well under time pressure
• Customer focus, interpersonal and teamwork skills with a proven ability to build and maintain strong relationships
• 2-4 years of relatable experience (preferred)

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.