Administrative Specialist

Overview

Provide administrative, bookkeeping, and marketing support in a collaborative office.

Key Responsibilities

• project setup
• proposal prep
• invoice processing
• bookkeeping
• front desk
• office ops

Tasks

-Assist with project set-up in our accounting and project management software -Assist with the preparation of final proposal deliverables, including design, production, and coordinating delivery services -Maintain office calendar -Assist office leadership with administrative needs, including equipment, orders, building management, and more -Coordinate meetings and office events as requested, including food purchases and meeting set-up/clean-up -Participate in a companywide administrative group focused on collaboration and enhancement of administrative services -Coordinate with administrative staff from other offices, and take on some administrative duties from other offices in times of need -Work with project managers to follow up with clients on unpaid invoices -Manage the kitchen, keeping it tidy and stocked with supplies -Serve as the first point of contact for clients, greeting and orienting visitors at our front desk, and handling incoming phone calls -Act as a liaison for corporate administrative staff, facilitating relevant information sharing within the local office -Organize the office space to be professional in appearance, keeping commonly used areas orderly and supplies stocked as needed -Compile and send monthly project invoices -Provide basic bookkeeping support, including preparation of credit card and petty cash statements and processing of the office’s accounts payable expenses and check requests -Organize and produce electronic and hard-copy versions of deliverables for projects and proposals

Requirements

• adobe acrobat
• microsoft office
• bookkeeping
• 1-3 years
• time management
• customer service

What You Bring

-Openness to periodically arriving early and leaving late to assist with special events, typically once per quarter -Excellent time management and organizational skills—able to manage multiple tasks and deadlines, while maintaining exceptional attention to detail and professionalism -Familiarity with general bookkeeping practices -1-3 years of experience working in a professional business environment -Ability to represent Fehr & Peers and communicate professionally with clients, teaming partners, and current/potential employees -Intermediate or advanced experience in office computer software/systems, including Adobe Acrobat Professional and Microsoft Office Suite (Excel, Teams and SharePoint desired) -Customer service mindset—proactive, solutions-oriented, with the ability to anticipate needs -Eagerness for collaboration with a proven ability to work as part of a team, while building and maintaining strong internal and external relationships -Ability to reliably work in the office Monday to Friday

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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