Office manage

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.

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.

MINIMUM QUALIFICATIONS

High School Diploma and 1 year experience in Office Management 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

Making deliveries occasionally

Ability to visually inspect vehicles for cleanliness and damage

Driving vehicles to auto maintenance and detailing shops

WORKING CONDITIONS

Minimal overtime may be required (weekends or evenings)

TRAVEL REQUIREMENT

Some local travel may be required.

SKILLS REQUIRED

Personal "Soft Skills"

Department Requirements / Professional Skills Required

Professional Skill

Professional Skill

A/R and A/P Processing Knowledge

X

Knowledge of Company Services

X

Accuracy/Efficiency/ Speed

Knowledge of Gov't Reporting Requirements

Ajera Software Skills

Knowledge of Labor Law

Budget & Schedule Management

X

Management of Certifications and Licenses

X

Confidentiality Awareness

X

Management of Technical Library

X

Conflict Resolution Skills

X

Meeting and Event Planning

X

Document Checking and Proofing

X

Microsoft Software Skills

Financial Analysis Knowledge

Payroll Procedures

X

General Industry Knowledge

Process Improvement Analysis

Inventory Management (Vehicles, Furniture)

X

Telephone System Skills

Invoicing Procedures

X

Travel Arrangement Skills

X

Knowledge of Business Development Documents

Understanding of Department Procedures

Knowledge of Company Benefits

Website Development and Maintenance

X = Skill required for job classification

Blank = Not required for job classification