25 Fall Seasonal Office Administration

Count on us. Our "we-care" culture is more than just a motto; it's a promise. From day one, we prioritize your growth, well-being, and success. You can count on us to support your career journey and help you achieve your professional goals. Join us. Position Responsibilities Assist with the production and editing of client or firm deliverables, such as proposals/RFPs, presentations, reports, spreadsheets, Microsoft Project workplans, Visio diagrams, and reports. Copy, bind and distribute deliverables as appropriate. Manage client deliverables including CAD work, bid openings, bid evaluations and clarifications, vendor pay‑application process, and phone bill analysis. Manage SharePoint sites and surveys/survey tools. Conduct walk‑throughs, internal documentation, and training materials. Assist with practice growth from an administrative support position through research, involvement in marketing campaigns, preparation of proposal packets, management of pipeline and backlog reports, ensuring opportunities in CRM, and use of CRM to help manage practice. Compile and manage financial reports from Practice Management Cognos analysis. Oversee and maintain various processes, including workflow systems and firm databases, new client/job workflows, client satisfaction surveys, and internal documents related to client service. Maintain files and documents for the team, update charts, binders, and material/text for the firm intranet site. Assist with administrative projects for a team or industry group, primarily related to a specific organizational function, and communicate with all levels of the organization. Enter and track data in various databases (5‑5‑7, CRM opportunities, PMTOK tracking, RFP tracking, signed engagement letters, PPA follow‑up). Administer and assist with legal documentation requirements (subpoenas, court orders, etc.), award application process, benefit administration/open enrollment, related mailings, and distribution of firm gifts. Handle technology needs including processing pool equipment and portable file server requests, server reporting, backup tape reporting, data storage replication, managing database files, hardware coordination (hard drive backups, un‑assigning assets, recording laptop acknowledgement forms). Administer MOS testing or other assessment tools, schedule testing, work with outside vendors, distribute results, maintain records, and manage related assessment administration. Track and update staff on deadlines and target dates, manage conflicting priorities, oversee overall backlog of admin requests. Organize team meetings, including agendas, project lists, minutes, and reports. Research special projects when requested. Act as liaison for outside organizations, persons, and clients when necessary. Arrange conference rooms, equipment, conference calls, and meeting breakfasts/lunches/coffee; handle reservations for leased conference rooms. Reserve team travel, lunch, dinner, and other miscellaneous reservations. Assist with deliverables for staff performance management processes (CDPs, APAs, etc.) when requested. Manage marketing activities as needed; serve as marketing liaison. Prepare various P&M forms (new client, check request, etc.). Handle miscellaneous client and phone calls, route calls to appropriate staff. Proofread correspondence prepared by other staff. Assist partner and team with secretarial duties such as opening and organizing mail, office organization, scheduling prospect calls, travel arrangements, maintaining calendars, expense reports, and processing billing. Provide backup to other administrative assistants when needed. Perform any other office duties as required. Qualifications At least 4–6+ years of secretarial experience, preferably in a professional services environment. Proficiency in MS Office; MOS certification is a plus. Experience with CAD, Visio, and Microsoft Project for certain roles. Ability to remain in a stationary sitting position for at least 75% of the time. Occasional movement required to access machinery and cabinets. Ability to work overtime if required. Capable of lifting up to 20lbs; occasionally lift/transports packages up to 20lbs. Strong communication skills; frequent interaction with staff. Ability to move, lift, bend, climb to position computers during engagements. Reliable transportation and valid driver’s license with a clean driving record. Proof of minimum auto insurance coverage. Proven administrative, organizational, and time‑management skills. Superior oral and written communication skills with a focus on client service. Ability to exercise independent judgment, initiative, while maintaining confidentiality. Technical proficiency in MS Office applications (Word, Excel, Outlook), Visio, and Microsoft Project. Professional demeanor with excellent customer service and interpersonal skills. Team‑oriented and able to multi‑task in a fast‑paced atmosphere. High communication skills with partners, staff, and visitors. HS diploma or GED equivalent required; higher education or college coursework preferred. Legally authorized to work in the United States without sponsorship; bilingual in Japanese/English or Chinese/English is a plus. Benefits Salary commensurate with technical skills and experience. Colorado hourly rate range: $31.00–$36.00; Illinois hourly rate range: $31.00–$36.00. Health, dental, vision, disability, and life insurance (eligibility and contribution requirements vary based on hours worked per week). Flexible Time Off and various pre‑determined holidays. 401(k) plan and flexible benefits plans. Business‑related travel expense, lodging, and meal reimbursement. Eligible staff may have access to a pension plan. Discretionary bonus plan available for eligible staff. Interns and contractors option to elect health insurance under contingent staff medical plan after 60 days. Seasonal staff are not eligible for benefits. Exemption Status Non‑Exempt; position may require some Saturday work hours during tax season (January–April) and overtime from time to time during the remainder of the year. Plante Moran is an Equal Opportunity Employer. Plante Moran maintains a drug‑free workplace. #J-18808-Ljbffr Plante Moran