Administrative Specialist

Overview

Provides office admin support, event coordination, and facilities management for corporate staff.

Key Responsibilities

• onboarding
• invoice reconciliation
• facilities coordination
• equipment troubleshooting
• supply management
• mail routing

Tasks

-Process various forms such as insurance certificates -Coordinate and provide new hire welcome onboarding -Participate in a companywide administrative group focused on collaboration and enhancement of administrative services -Perform ad hoc requests -Update physical and virtual office bulletin boards -Coordinate parking badges and reconcile monthly parking invoices and validations -Coordinate and/or facilitate in-office meetings, including catering arrangements -Perform general troubleshooting on office equipment (printers/copiers) and coordinate service calls -Review and reconcile invoices for office expenses, routing for approval and payment -Organize and maintain the office space to be professional in appearance, keeping commonly used areas, including the kitchen, clean and stocked with supplies -Participate in the group that plans Corporate office activities -Support office and company events from pre-planning to setup, takedown, and catering arrangements -Communicate with property management for maintenance requests and with vendors as needed -Maintain and order office supplies -Route daily mail and packages

Requirements

• microsoft office
• adobe professional
• concur
• notary
• 3+ years
• communication

What You Bring

-Excellent time management and organizational skills -Intermediate proficiency in Microsoft Word, Excel, PowerPoint, Teams, and Adobe Professional -Collaborative and solutions-oriented mindset with a strong focus on client satisfaction -3+ years of experience working in a professional office environment, preferably with the Architecture and Engineering (A&E) or Consulting industry -Comfort and confidence working in a fast-paced environment with shifting priorities -Capacity to work independently with general direction and guidance -Flexible attitude and comfort with managing requests and instructions from a variety of individuals -Ability to reliably work in the office 5 days per week -Strong written and verbal communication skills -Skill in building and maintaining strong relationships with a variety of personalities and styles -Concur knowledge helpful but not required -Notary certification (desirable) -Enthusiasm and ability to maintain a high level of professionalism

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About Fehr & Peers

-Provides strategic insights and innovative solutions to shape the future of transportation and infrastructure. -Expertise in transportation modeling, traffic engineering, and urban planning. -Behind some of the most complex projects in urban mobility. -Focuses on delivering tailored solutions for communities, helping cities and regions tackle congestion and plan sustainable growth. -Collaborative approach integrates engineering, planning, and technology to create environments that enhance mobility and quality of life. -Notable projects include large-scale transit networks, mixed-use developments, and smart city infrastructure. -Known for its ability to manage projects with multiple stakeholders and deliver results within tight timelines and budgets.

Sector Specialisms