• Full Time
  • San Jose, CA

Our San Jose office is in the heart of Silicon Valley and is home to a collaborative team of more than 20 transportation professionals, known for providing high quality service to our clients. We are committed to investing in our staff through training and mentorship, and also through a variety of social events, such as San Jose Sharks games, foosball, office happy hours, and more. In San Jose, you’ll collaborate with a great mix of professionals that thrive in an upbeat environment and work together to create innovative solutions tailored to client needs.

You will join our office as the second, senior, administrative professional to provide essential administrative and project support to the office and company. You will also be part of a larger companywide administrative team that supports each other in professional development and shares similar and unique market experiences. This position is well suited for a candidate who is highly-motivated, proactive, personable, organized, and detail-oriented. The ideal candidate approaches problem-solving with a positive attitude and finds ways to raise the bar and elevate efficiencies. If you create adaptable routines and maximize your stellar organizational skills, while balancing quality and timeliness, we would like you to join our team.

Responsibilities:

Project/Accounting

    • Work with assigned project managers on project set-up in Deltek VantagePoint software and prepare monthly electronic invoices and progress reports within the standard billing cycle
    • Review basic contract terms and requirements as they relate to project type and set-up
    • Assist project managers and office leadership with tracking project budgets and financial metrics
    • Serve as a Vantagepoint resource who can develop customized reports to assist project managers and office staff
    • Request and process necessary forms such as insurance certificates, W-9, business certifications

 

Marketing

    • 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 coordinating delivery

 

General Administrative

    • Serve as liaison between office staff and Corporate staff
    • Participate in our companywide administrative group focused on collaboration and enhancement of administrative services, sharing necessary information with the operations manager
    • Crosstrain on Office Administrator duties and act as back-up when needed. (Typical Office Administrator duties may include kitchen clean-up, organizing events, welcoming guests, etc.)
    • Coordinate with administrative staff from other offices, especially Bay Area offices, and demonstrate willingness to take on some administrative duties from other offices in times of need


Qualifications

    • 3+ years of 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 similar field, or equivalent work experience
    • Strong written and verbal communication skills
    • Exceptional time management and organizational skills to manage many 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
    • Ability to maintain a high level of professionalism, with clients and potential employees
    • Intermediate or advanced skills in Microsoft Office, including Word, Outlook, Excel, and Adobe Acrobat Pro
    • Motivation as a self-starter with strong initiative to take ownership of tasks and projects
    • Skills and experience in building and maintaining relationships with a variety of personalities and styles
    • Prior experience with Deltek Vantagepoint preferred, but not required
    • Ability to reliably be in the office between the core hours of 9 AM to 4 PM, with flexibility for a hybrid schedule with a minimum of 3-days in the office.
    • 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.

Tagged as: Experienced Professional