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Fehr & Peers · 1 day ago

Administrative Specialist

Long Beach, California

Full-time

Onsite

Entry Level

$30/hr - $35/hr

1+ years exp

Fehr & Peers is a team of collaborative transportation and business professionals who are passionate about making a positive impact on neighboring communities. They are seeking an Administrative Specialist to assist clients and staff, ensuring a professional office environment and supporting various administrative tasks.

Civil EngineeringConsultingTransportation

Responsibilities

Serve as the first point of contact for clients by greeting and orienting visitors at our front desk, and answering and transferring incoming phone calls

Assist office leadership with administrative needs, including food and office supply orders, coordination with building management, and more

Maintain office Outlook calendar

Coordinate with visitors from other offices, and help them reserve spare workspaces

Coordinate meetings and office events as requested, including weekly lunches, meals for monthly training classes, food/supply orders from Costco, and meeting set-up/clean-up

Organize the office space to be professional in appearance, keeping commonly used areas orderly and supplies ordered and stocked as needed

Manage the kitchen, keeping it tidy and well-stocked with supplies, helping unload the dishwasher as needed

Act as a liaison for corporate administrative staff, sharing relevant information with the local office

Support and plan office social activities (quarterly birthday parties, in-house happy hours, retirement celebrations)

Provide basic bookkeeping support, including documentation of credit card and petty cash purchases

Organize and produce electronic and hard-copy versions of deliverables for projects and proposals

Assist with project set-up in our accounting and project management software

Assemble project contracts using standard templates and ensure required forms and documents are processed

Assist with the preparation of final proposal deliverables, including production and coordinating delivery services

Work with project managers to package monthly electronic invoices and submit to clients

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

Qualification

Customer service mindsetTime management skillsOrganizational skillsAdobe Acrobat ProfessionalMicrosoft OfficeBookkeeping familiarityProblem-solving attitudeCollaboration skillsCommunication skills

Required

1-3 years of experience working in a professional business environment

Commitment to high-quality, reliable, and timely work performance

Customer service mindset—proactive, solutions-oriented, with the ability to anticipate needs

Excellent time management and organizational skills—able to manage multiple tasks and deadlines, while maintaining exceptional attention to detail and professionalism

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 represent Fehr & Peers and communicate professionally with clients, teaming partners, and current/potential employees

Problem-solving attitude and proven ability to address issues proactively

Commitment to high-quality, reliable, and timely work performance

Intermediate experience in office computer software/systems, including Adobe Acrobat Professional and Microsoft Office (Teams and SharePoint desired)

Familiarity with contract terminology and experience with reviewing contracts or similar documents

Familiarity with general bookkeeping

Openness to periodically arrive early and leave late to assist with special events, typically once per quarter