Our 12-person San Diego office is dedicated to making our community a better place through our passion for transportation planning and engineering. Located in the Little Italy neighborhood of downtown San Diego, our office is easily accessible by transit, walking, and bicycling. We are looking for a proactive, personable, organized Administrative Specialist to join us full-time. The position would primarily be in-person but offers flexibility for hours and schedule.
The ideal candidate will have prior experience supporting staff on a wide variety of tasks with a dedication to detail, organization, and quality work. As part of a collaborative environment, success in this position requires motivation, interpersonal skills, a helpful mindset, and the ability to thrive in a fast-paced environment with minimal supervision.
RESPONSIBILITIES
Administration
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- Serve as our initial point of contact for clients, greet and orient visitors at our front desk, and handle incoming phone calls
- Coordinate meetings, events, conference registrations, and employee travel arrangements
- Handle requests from and coordinate with office leadership on administrative needs for the office, including (but not limited to) office equipment, orders, and building management items
- 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 the 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
- 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 the office 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, coordinating delivery services, etc.
- Receive and distribute office mail
Accounting
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- Assist in project set-up in Deltek Vantagepoint (our accounting and project management software)
- Work with project managers to package 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)
- 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
- Serve as liaison between the project manager and the Accounting department on billing revisions and invoice changes
QUALIFICATIONS
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- Knowledge of general accounting principles
- Familiarity with both accounts receivable and accounts payable processes
- Degree in Business Administration, Management, Accounting, or similar field, or equivalent work experience
- 2+ years of 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 communicate professionally with clients and employees
- 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 Qualifications:
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- Knowledge of database reporting
- Prior experience with Deltek Vision/Vantagepoint
- Ability to copyedit and format written deliverables
