Administrative Assistant

PACE is seeking a dynamic, highly organized individual with strong administrative skills to support administrative needs specifically for our Environmental Water Division.  The admin group works as a team, so at times, is not limited to this one division. This candidate should be able to multi-task and have ability to switch to new projects accordingly.  This position requires performing a variety of tasks, including, but not limited to the following:

  • Assist with the compilation, preparation and submittal of project reports, memos, RFI responses and manuals.  This includes editing text, printing text, coordinating plans to be plotted, coordinating the development of covers with graphics department, and assembling for submittal as required.  This includes coordination with graphics department for report covers, spines, CD labels, laminating, etc.
  • Assist with preparation of presentations and other marketing materials on an as-needed basis.
  • Assist Division Managers and senior level management with calendar coordination, scheduling of appointments, expense reports, travel arrangements and project tracking.
  • Assist with purchasing project related materials and equipment as necessary.
  • Keeping track on company credit card purchases to submit to accounting dept.
  • Maintain company client database (in a proprietary system).
  • Assist in developing project timeline schedules and updating monthly reports.
  • Prepare business correspondence (proposals, change orders, purchase orders, specifications, letters, memos, reports, tables, spreadsheets, etc.) as required.
  • Coordinate proper contract documentation in a timely manner.
  • Start-up of engineering proposals and job files.  Manage correspondence files.  Updates network correspondence files (computer file management).
  • Assist with filing hard copy files of proposals and project files
  • Prepare .pdfs of reports that have been submitted.
  • Answer incoming phone calls to the PACE general phone line.
  • Prepare shipping packages.
  • Assist with updating monthly work calendar and the PACE weekly work schedule for office distribution.
  • Maintain client contact information in company contact database.
  • Utilize PACE’s standards for formatting business correspondence.
  • Attend all meetings, as requested and take notes, transcribes in a formalized format and distributes, as necessary.
  • Assist with maintaining registrations for engineers while following company policies regarding registration renewal.
  • Perform other tasks, as assigned.

Applicants shall have the following minimum experience:

  • Minimum five years administrative experience, preferably in an engineering environment
  • Demonstrated excellent verbal and written communication skills
  • Demonstrated proficiency in Microsoft Office suite including Excel, Word, Outlook, PowerPoint and Project.
  • Demonstrated ability to interface with all levels of employees, managers and officers
  • Past history of maintaining high degree of confidentiality and exercise good judgment
  • Previous experience utilizing creative problem-solving skills
  • Demonstrated ability to prioritize and manage multiple tasks
  • Demonstrated ability to work independently and as part of a team
  • Perform very detail-oriented work with past success

Candidate resumes will be evaluated relative to experience and knowledge of all areas listed above.

Physical Demand

While performing the duties of this job, the employee is regularly required to sit, use hands, handle or feel; and talk or hear.  The employee is occasionally required to stand, walk and reach with hands and arms.  The employee may occasionally lift and/or move up to 30 pounds.  Specific vision abilities required by this job include close vision; color vision is very helpful.

Work Environment

The noise level in the office work environment is moderate and typical of a professional office environment.

Salary

 

Compensation will be commensurate with experience and capabilities.

 


PACE is an equal opportunity employer.
At this time, PACE will not sponsor a new applicant for work authorization.
Local candidates are preferred. No relocation package is offered.

If interested, please respond to this posting by submitting your resume with salary requirement to: hr@pacewater.com.

CANDIDATES PRESENTED BY RECRUITERS WILL NOT BE CONSIDERED.