Administrative Assistant - #3067

Job Description

Job Description

What We Offer:

Our excellent salary and benefits package includes medical, dental, vision, life insurance, short and long-term disability coverage, education reimbursement, 401(k), performance bonuses, and an employee stock program. Employee Resource Groups and Programs offered include the Young Professionals Group, Women at Wade Trim, Diversity, Equity and Inclusion, Professional Development, Leadership Development, Mentor Program, Sustainability Program, and Wellness Program.

Position Description:

We are looking for an Administrative Assistant to join our Administration team and support our Taylor office. The candidate must have a high school diploma and three to five years of administrative or office support experience. The ideal candidate will be self-motivated, work well with others, and possess excellent writing, organizational, and communication skills.

Typical responsibilities include:

• Serve as acting office receptionist, managing front-desk operations including greeting and assisting visitors, answering and directing phone calls, coordinating client interactions, scheduling and supporting meetings, order catering, and preparing conference rooms to ensure meetings run smoothly.
• Manage requests submitted through the Administrative Support Desk ticketing system, ensuring timely proofreading, formatting, and finalization of documents such as transmittals, memorandums, correspondence, agreements, amendments, reports, meeting agendas, meeting minutes, and contract specifications.
• All administrative correspondence should be saved in ProjectWise to ensure a centralized, secure, and auditable record of project communications. Storing emails, letters, meeting minutes, and related documents in the system helps maintain version control, supports regulatory compliance, and ensures all team members have access to the most current and complete information.
• Prepare and distribute outgoing documents via regular United States Postal Service and United Parcel Service, ensuring accurate addressing, proper packaging, and selection of appropriate shipping methods. Track shipments, maintain mailing records, and coordinate delivery timelines to ensure timely and secure receipt of materials.
• Assist with office operations by coordinating maintenance requests, monitoring office supply levels, supporting equipment needs, and communicating with vendors and building management as directed.
• Support office budget activities by processing invoices, tracking expenses, and coordinating with vendors as directed.
• Support office safety initiatives for office location by conducting monthly safety inspections, maintaining and updating Safety Data Sheets (SDS), and exercising sound judgment and discretion to address and resolve safety concerns as they arise.
• Maintain local and corporate office administration policies and procedures.
• Assist with office administration projects and process improvement initiatives as assigned.
• Help communicate office policies and procedures and assist with administrative recordkeeping related to compliance activities.
• Assist with tracking indirect expenses/capital expenditures and maintaining budget-related records.
• Prepare and submit office supply orders in accordance with standard purchasing procedures.
• Coordinate maintenance and repair requests for office furniture and equipment, excluding computer-related equipment.
• Maintain office inventory list/database.
• Support record retention procedures by maintaining files and assisting with audits as requested.
• Provide administrative support for contract review processes, including document preparation, tracking, and filing.
• Assist with planning and coordinating office/event functions (i.e., client entertainment, technical functions, engineering firm week, summer BBQ, holiday party, etc.).
• Assist Corporate groups as needed.
• Conduct research for assigned special projects.
• Maintain a safe working environment.

Education:

• High school diploma

• 3-5 years of administrative or office support experience

Skills/Experience:

• This position requires strong organizational, customer service, and communication skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• This position requires strong collaboration and communication skills and excellent organizational skills to accommodate multiple tasks simultaneously.
• This position requires a professional demeanor when dealing with all individuals at all levels. Must be easily understood by other employees, clients, and vendors.
• Working knowledge of Microsoft Office software (Word, Excel, Outlook, etc.), including the following:
  • Personal computer
  • Multi-line telephone system
  • Multi-functional printer
  • Postage machine

About Wade Trim:

Wade Trim is committed to maximizing the value of infrastructure investments. We’ve been solving complex engineering challenges for a century. We customize our work approach to fit each project using a collaborative, friendly style to deliver solutions our clients can stand behind.

Our supportive culture recognizes and strives to fulfill collective client, company, and individual needs. Mentoring and building skills of Wade Trim staff is a priority. Frequent interaction among staff is encouraged, company leadership is easily accessible, and opportunities are provided for staff to help shape the firm’s future through strategic planning. Work/life balance is supported through a flexible, hybrid work schedule that brings team members together in the office at least three days a week and connects them virtually when working from home.

To solve our clients’ toughest challenges, we’ve devoted ourselves to delivering innovative solutions. Our Office of Applied Technology (OAT) is dedicated to seeking new technologies or ways to apply existing technologies to enhance value to our clients and positively impact communities. All staff are encouraged to share ideas and suggestions for innovative technologies or processes to adopt. This open-minded approach enables us to advance technology, foster innovation, and stay ahead of our clients’ needs.

Wade Trim’s success is shared by the employees that make it happen. Since our beginning, our firm has been 100% employee owned. This cultivates an ownership mindset that benefits our work approach, collaborative culture, and ability to deliver client solutions. We believe employee ownership drives the sustainability and growth of our firm and provides all our employees with opportunities for financial success.

If you are looking for a challenging and rewarding career in a friendly environment, please submit your resume by visiting the Careers section of our website at

Wade Trim does not accept unsolicited resumes, candidate profiles, or CVs from third-party recruiters or employment agencies. Any submission made without a valid, signed agreement and an approved engagement request from Wade Trim’s People Services Team will be considered the property of Wade Trim. Wade Trim reserves the right to pursue and hire any candidate submitted through unsolicited means without any financial obligation to the recruiter or agency. A valid agreement can only be signed by the Director of People Services. Resumes or candidate profiles submitted at the request of a Wade Trim employee who is not authorized by the People Services team do not constitute a valid engagement. Recruiters and agencies must have a current, written agreement authorized by the Director of People Services to be considered an approved vendor.

Wade Trim is an Affirmative Action/Equal Opportunity Employer.