Administrative Specialist

Looking for a place to start your career? A place where you can support industry recognized professionals who are solving tough environmental problems? Geosyntec is the place for you! We have an opportunity available for an Administrative Specialist to provide Office / Reception Support in our Milwaukee, WI office. The position plays a critical role in providing an excellent professional "first impression" in greeting clients and visitors. Primary responsibilities include answering phones, processing incoming/outgoing mail, inventory/ordering supplies, scheduling appointments, organizing meetings, word processing and assisting with other administrative tasks. This position requires strong attention to detail.

Geosyntec is an innovative, international engineering and consulting firm serving private and public-sector clients to address new ventures and complex problems involving our environment, natural resources, and civil infrastructure. Our engineers, scientists, technical and project employees serve our clients from offices across the world. Ranked by ENR as one of the top environmental engineering design firms, Geosyntec is internationally known for its technical leadership, broad experience, and exceptional client service.

We invest in our people. Each employee is unique, and your career at Geosyntec will be too. We offer competitive pay and benefits, and well-being programs to support you and your family.

To Learn More Visit: http://www.geosyntec.com/careers/.

Is this the right position to help you achieve your professional goals? Some of the key responsibilities for the position include:

• Assemble and coordinate the production of reports, technical papers, forms and summaries and other documents of varying complexity and confidentiality prepared by, or under the supervision of the Office Manager, professional staff, or Branch Manager.
• Perform word processing of various correspondence including memos, charts, tables, graphs, business plans, reports and documents relating to client, project, and professional matters. Proofread copy for spelling, grammar and layout making appropriate changes.  Responsible for accuracy and clarity of final copy.  Sign correspondence as required.
• Order, maintain and organize office supplies, office furniture.
• Place service calls for all branch equipment repair and maintenance.
• Create logs and databases.
• Perform desktop publishing and develop visual presentations for professional staff.
• Schedule and organize complex activities such as travel, client meetings, staff meetings, conferences, interviews and teleconferences, department and/or branch activities.
• Maintain appointment schedule, calendar, and travel itinerary of professional staff.
• Provide receptionist duties.
• Organize and prioritize large volumes of information and calls.
• Sort and distribute mail. Draft written responses or reply by phone or e-mail when necessary.  Respond to regularly occurring requests for information.
• Field/answer routine and non-routine questions. Work in cooperation with other assistants to cover phones.
• Perform shipping of various documents or equipment via FedEx or USPS. Reconcile weekly FedEx charges as needed.
• Provide maintenance, organization and cleaning of office common areas.
• Establish, develop, maintain and update client, project, governmental agency and confidential filing systems, and as required, maintain and update library of professional journals and magazines.
• Interact directly and act as a liaison with other departments, outside agencies, clients and staff, under the direction of manager, professional staff and other senior management.
• Conduct research and compile and process statistical reports.
• Maintain calendar system regarding work in progress and inform professional staff of due dates.
• Act as point of contact for vendors for office and field supplies; retain copies of agreements with vendors.
• Process vendor and subcontractor invoices.
• Manage Branch checking account and requests.
• Provide support for project administration.
• Act as liaison between branch personnel and property management firm for maintenance of office space.
• Manage inventory of the office’s off-site storage.
• May supervise clerical personnel and their assignments including:
• Manage day to day operations and workflow;
• Organize office procedures e.g. information filing, retrieval systems, supplies inventory and ordering; and
• Organize the operation of word processing and other equipment.
• Assist with local business errands as needed;
• Perform related administrative tasks and assist other administrative staff as needed.
• Receive and respond to requests for assistance from Branch and Corporate Managers and staff and respond accordingly.

• Graduation from an accredited high school or GED and a minimum of two (2) to three (3) years of administrative experience or any equivalent combination of education, experience and training that provides the required knowledge, skills and abilities to perform the essential functions of the job. (required)
• Accurate typing skills of a minimum of 40 to 50 wpm. (required)
• Proficiency in Microsoft Word. (required)
• Must be organized and able to multi-task. (required)
• Availability to work overtime on short notice as required by project demands. (required)
• Valid U.S. driver’s license and a satisfactory driving record for business travel. (preferred)

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