Administrative Assistant

Job Description

Job Description

Our Administrative Assistant would be responsible for office administrative functions for a Business Unit (BU) office staff of 25 engineers. This is a full-time office-based role in Columbia, MD. Occasional work-from-home with a suitable broadband connection may be possible depending on BU needs.

Duties include correspondence, reviewing staff timesheets and expense reports, assisting with preparation of marketing proposals/bids, scheduling appointments, organizing and maintaining paper and electronic files, and preparing reports/documents for Business Managers, Sales Managers, and Project Engineers. Responsibilities could be expanded to assist with Project Management, Procurement, and other commercial/project functions as time and workload permit.

Major Responsibilities

• Overall administrative support to the BU commercial and engineering staff (i.e., phone lists, letters, proposals, specifications, office supplies, etc.).
• Staff the lobby as receptionist for visitors and incoming phone calls. However, the BU location is an engineering office and receives infrequent visitors (primarily daily FedEx or UPS deliveries).
• Basic management of shipping/receiving with commercial carriers. Receive, document, and store incoming parts and equipment in allocated project storage locations. Reconcile monthly carrier invoices by project.
• Weekly review of staff timesheets and bi-monthly review of staff expense reports for accuracy and submittal to Accounting. Communicate with and guide staff on necessary corrections. Perform the same for remote, external BUs depending on time available.
• Setup new projects within Salesforce and work with Accounting on budget allocations and related project management tasks (shared/backup responsibility with Project Manager).
• Coordinate logistics for seminars, meetings, and luncheons at the office.
• Work with vendors on office needs and maintaining adequate supplies as required: office, break room, maintenance, and shop supplies; safety equipment; leased printer consumables; etc.
• Order Company promotional items (i.e. shirts, company brochures, hats, etc.) including staff business cards.
• Update existing Forms and Policy documents as directed.
• Coordinate office facility maintenance with building owner and/or contractors.
• Administrative support for other remote locations as requested.
• Maintain safety, insurance, quality, and regulatory information required by hiring clients with Contractor Management Companies such as ISNetworld and Avetta (shared/backup responsibility with Project Manager).
• Complete project pre-qualification documents as directed.

Minimum Requirements

Education  High School Diploma or equivalent. An Associate’s Degree in management or business related fields is a plus. 

Experience

• A minimum of two years of administrative experience required.
• Project management experience a plus, though not required.
• Must be able to work independently and accurately, and have excellent customer service and computer skills (i.e. Microsoft Word, Excel, Visio and Access, email and IM).
• Excellent written and oral communication skills.
• Excellent organizational skills and attention to detail.

Physical Demands of Position  Ability to see, hear, listen, with good dexterity in hands for clerical duties. Ability to lift 40 lbs.

Working Environment  Standard office environment: frequent use of personal computer, scanner, copy machines, and other office equipment. BU location includes a small manufacturing area, but it is not the primary work location for this role.

*Job Descriptions are not exhaustive lists of all skills, responsibilities, or efforts associated with a job. They reflect principal job elements essential for performing the job and evaluating performance.

 

  Wunderlich-Malec is proud to offer a comprehensive employee-owner benefit package. Full-time employees may be eligible for the following benefits:  Medical • Dental • Vision • Basic and Supplemental Life and AD&D • Long Term Disability • Voluntary Short Term Disability • Healthcare & Dependent Care Flexible Spending Accounts • Health Savings Account • Paid Time Off (PTO) • Paid Holidays • Tuition Reimbursement • Referral Bonus Program • 401(k)/Profit Sharing • 100% ESOP (Employee Stock Ownership Plan) • Employee Assistance Program • Will Preparation Resources • Worldwide Travel Assistance

The expected pay range is $24.00 to $28.00 per hour depending on qualifications plus a discretionary bonus and employee stock program.

#LI-WM1