Administrative Specialist

Overview

Support office operations, front desk, admin tasks, invoicing, events, and project assistance.

Key Responsibilities

• front desk
• invoicing
• reconciliation
• accounts payable
• paperwork management
• scheduling

Tasks

-Be the welcoming face of our team by greeting visitors, managing phone calls, and maintaining a professional office space, preparing meeting minutes, assisting with recruitment scheduling and other administrative responsibilities -Coordinate meetings, events, and travel arrangements -Assist Operations Managers with administrative duties as needed -Execute duties with a customer service and problem-solving attitude -Provide general administrative support, including data entry, processing invoices, setting up projects in our invoicing system, and other general tasks -Handle credit card reconciliation and prepare petty cash reconciliation statements -Collaborate with and backfill for the Oakland and Walnut Creek administration team, including travel to the Walnut Creek office as needed -Contribute to companywide administrative initiatives aimed at enhancing collaboration and services -Process accounts payable expenses, create check requests, and address accounts payable inquires -Manage project-related paperwork, such as insurance certificates and business certifications

Requirements

• bs/ba
• adobe pro
• excel
• indesign
• deltek vision
• database reporting

What You Bring

-BS/BA in Business Administration, Management, Accounting, or a related field, or equivalent work experience -Flexibility in managing requests in a fast-paced environment -Collaborative and solutions-oriented mindset with a strong client focus and professionalism -Intermediate to advanced proficiency in Adobe Professional, Microsoft Office Suite, including but not limited to Microsoft Excel -Familiarity with accounts receivable and accounts payable processes, and data entry -Copyediting skills and proficiency in Adobe InDesign for graphics and design -2 years of experience working in a professional business environment -Experience with project proposal process -Previous experience with Deltek Vision/Vantagepoint -Knowledge of database reporting -Excellent time management and organizational skills

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Benefits

-Order lunch for office trainings/meetings and order snacks/drinks

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