Our team in Salt Lake City seeks a motivated Administrative Specialist to support our growing office. This individual will wear many hats performing administrative tasks, such as project accounting, office coordination, marketing, and more. Serving as a key contact for clients, project managers, and fellow administrative professionals across the company, the ideal candidate will bring a positive and collaborative attitude and be up for contributing wherever needed.  

We embrace a friendly, diverse, and inclusive atmosphere in our Sugar House location, which offers great access to the parks and restaurants, as well as transportation connections to points all along the Wasatch Front. With our focus on career development, this position brings opportunities for growth into larger responsibilities and roles, especially in relation to marketing support.  

Responsibilities   

Office  

      • Serve as the liaison between office staff and Corporate administrative staff
      • Participate in a company-wide group of admin professionals focused on collaboration and enhancing administrative services   
      • Ensure office and common spaces are clean, organized, 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 management representatives and vendors as needed 
      • Perform general troubleshooting on office equipment (computers, printers, and copiers) and coordinate service calls   


Accounting  
 

      • Review and approve invoices for regular office expenses
      • Work with project managers to prepare monthly electronic invoices and progress reports  
      • Assist in project set-up in Deltek Vantagepoint (our accounting and project management software)  
      • Process office accounts payable expenses, create check requests, and respond to accounts payable inquires  
      • Process expense reports for office staff  


Marketing Support (Opportunity to grow within this position)  
 

      • Organize, write, update, and design office qualifications (requests for proposals, requests for qualifications, etc.) and other marketing materials  
      • Provide creative and organizational oversight of office marketing pursuits  
      • Organize and produce portions of competitive proposals  
      • Work closely with office leadership to revise and support the office marketing plan  
      • Track and communicate new marketing opportunities to the team
      • Help maintain an office social media presence, both internally and publicly  


Qualifications
 

      • 3+ years of experience working in a professional office environment (experience within the architecture and engineering or consulting industry is a plus)  
      • Solutions-oriented mindset with a high degree of client focus
      • Intermediate to advanced skills in Microsoft Office including Word, Outlook, PowerPoint, and Excel  
      • Strong written and verbal communication skills  
      • Ability to work independently with general direction and guidance  
      • Commitment to high-quality, accurate, and timely work performance  
      • Ability to learn and execute responsibilities in a fast-paced environment with many new challenges
      • Skills and experience in building and maintaining strong relationships with a variety of personalities and styles  
      • Flexible attitude and comfort with managing requests and instructions from a variety of individuals  
      • Excellent time management and organizational skills  
      • Ability to maintain a high level of professionalism  
      • Willingness and ability to work in a collaborative team environment
      • Motivation as a self-starter with strong initiative to take ownership of tasks and projects  
      • Desire to promote cohesion and unity among the team and the ability to be a positive and encouraging influence in the office  
      • Ability to demonstrate company core values: problem-solving attitude, humility and integrity, personal growth and self-improvement, responsive and hard working

Tagged as: Experienced Professional