HR ADMINISTRATIVE ASSISTANT

POSITION SUMMARY

This is an administrative position competent in the use of computers, copiers, administrative phone systems, fax machines and all other small business equipment.  This person must be proficient in all Microsoft Office products, including Word, Excel, and PowerPoint.  Strong communication skills are essential; this position typically interfaces with company clients and employees.  This person must have a customer service spirit and thrive in teamwork environments. 

This position will learn the online/app programs associated with our company travel and fleet vehicles, as well as providing general administrative assistance throughout our engineering company.

ESSENTIAL JOB FUNCTIONS

Assist employees in travel coordination.

Assist employees in expense reports.

Assist employees in checking out fleet vehicles or rental vehicles.

Coordination and registration of conferences and trade shows.

Maintain, renew and assist in the application for employees’ professional engineering licensure, and corporate licensure for Secretaries of State and Boards of Professional Engineers.

The Administrative Assistants provide administrative support throughout the company.  Administrative Assistants typically receive assignments to various support functions throughout the company; assignments may include Receptionist, Executive Assistant, Operations Assistant, Engineering Assistant, Project Assistant, or other assignments as needed.  These assignments may change without notice at the Office Manager’s discretion.

Maintain the most current documentation for the project management and technical services departments, including specifications, standards and procedures.

Maintain at all times a professional and courteous demeanor with all clients, vendors and guests of Samuel Engineering; serve as an ambassador of the company.

DIRECTION RECEIVED

The Administrative Assistants report directly to the Office Manager.  Based on the nature of the work assigned and the fact that this position may provide administrative support to one or more departments, Administrative Assistants may be assigned work by senior management, project managers, discipline leads, or other managers and technical services personnel as required.

DIRECTION OF OTHERS

None.

MINIMUM QUALIFICATIONS

High School Diploma and 1 year experience in administrative assistant or similar role

Experience with travel platforms like Egencia or Expedia

Knowledge of fleet maintenance platforms like Fleetio helpful

Knowledge of engineering business and terminology helpful

Knowledge of heavy industry (i.e. mining and minerals, oil and gas, power and utilities) and terminology helpful

Skilled in Microsoft Office Suite

Must be willing and able to download some work-related applications to personal smartphone

Must have a valid drivers license with clean driving record

PHYSICAL DEMANDS

Sitting at computer for long periods of time

Making photocopies of documents including large drawings

Scanning documents electronically