Administrative Assistant

Overview

Do you want to build an impactful career to change the world for the better? 

Geosyntec has an exciting opportunity for an Administrative Assistant to provide office and reception support in our Orlando, Florida office. The position plays a critical role in providing an excellent professional "first impression" in greeting clients and visitors. Primary responsibilities include processing incoming/outgoing mail, inventory/ordering supplies, reception support, document editing and management, limited payables/receivables management, reproduction, marketing administrative support, scheduling appointments, and assisting with varied administrative tasks. This position requires strong attention to detail, considerable initiative, and independent judgment and discretion in planning, prioritizing and organizing a diversified workload.

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/.

Essential Duties and Responsibilities

• 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 a Senior Administrative Assistant, Office Manager or Branch Manager.
• Compose material and information and type and design general correspondence, memos, tables, 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. 
  • Create logs and databases.
  • Create PowerPoint presentations 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.
  • 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. 
• Establish, develop, maintain, and update client, project, governmental agency and confidential filing systems, and as required.
• 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.
• Proof billing reviews and client invoices for accuracy.
• Assist with scheduling interview candidates in the Orlando Office.
• Communicate and work with varied vendors for office needs.
• Drive locally for business needs including but not limited to collecting office supplies and taking company vehicles for service.
• Perform related administrative tasks and assist other administrative staff as needed.

Skills, Experience and Qualifications

• High School Diploma or GED with 4 years of experience; or Associate's degree (AA) with at least 2 years of experience; or a Bachelor’s degree with no experience; or equivalent combination of education and experience supplemented by course work including business office procedures and related subjects. (required)
• Proficiency in advanced MS Office (Work, Excel, PowerPoint) and Adobe Acrobat. (required)
• Working knowledge of COUPA software is a plus.
• Knowledge of operations, accounting procedures and administrative policies and procedures. (required)
• Must be organized and able to multi-task. (required)
• Availability to work overtime on short notice as required by office and project demands. (required)
• Valid U.S. driver’s license, reliable transportation, and a satisfactory driving record for local business errands and travel. (required)