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Administrative Specialist

fehrandpeers · 30 days ago
$48k+
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Full-time
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We’re seeking an Administrative Specialist to join our team of collaborative transportation and business professionals who are passionate about making a positive impact on neighboring communities. This role requires someone who is proactive, enthusiastic, and organized, to effectively assist clients and staff alike with administrative and marketing needs. The ideal candidate will be attentive, invest in building relationships with staff across the company, and enjoy new opportunities to learn and grow. This is a part-time position, in-person for 20-30 hours per week. 
 
We provide a flexible, inclusive, and fun atmosphere. Our companywide focus on career development also ensures staff have ample opportunity for skills development, growth, and mentorship. Join us and grow your career! 

Responsibilities

  • Serve as the first point of contact for clients, greeting and orienting visitors at our front desk, and handling incoming phone calls 
  • Assist office leadership with administrative needs, including equipment, orders, and building management, and more 
  • Maintain office calendar 
  • Coordinate meetings and office events as requested, including food purchases and meeting set-up/clean-up 
  • Organize the office and kitchen space to be professional in appearance, keeping commonly used areas orderly and supplies stocked as needed 
  • Act as a liaison for corporate administrative staff, sharing relevant information with the local office 
  • Participate in a companywide administrative group focused on collaboration and enhancement of administrative services 
  • Coordinate with administrative staff from other offices, especially the Bay Area offices, and take on some administrative duties from other offices in times of need 
  • 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 
  • Assist with project set-up in our accounting and project management software 
  • Organize and produce electronic and hard-copy versions of deliverables for projects and proposals  
  • Assist with the preparation of final proposal deliverables, including production and coordinating delivery services 
  • Provide other marketing support as needed 

Qualifications (a college degree is not required for this position)

  • 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 
  • Intermediate or advanced experience in office computer software/systems, including Adobe Acrobat Professional and Microsoft Office (Teams and SharePoint desired) 
  • Familiarity with general bookkeeping  
  • Openness to periodically arrive early and leave late to assist with special events, typically once per quarter 
This opportunity was made possible by the San Francisco Municipal Transportation Agency Contract Compliance Office’s Employee Training Program. 

Last updated on May 15, 2024

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