Administrative Specialist

Job Description

Supports an organization by performing administrative services such as report management, scheduling appointments, organizing, and maintaining paper and electronic files, or providing information to callers. Edits, and maintains clear, accurate, and user-focused technical documents that communicate complex information to internal and external audiences. Collaborates with project teams to apply standards, and ensure documentation is complete, consistent, and easy to use.

Essential Functions

• Assists other staff with proposal development, assembly, and submittal.

• Makes copies of correspondence or other printed materials.

• Assists in preparing financial and operational reports

• Assists management with administrative tasks such as tracking and compiling information of interest.

• Prepare reports and presentation materials to support internal teams and leadership needs.

• Independently format, edit, and finalize reports, and maintains clear, accurate, and user-focused technical documents that communicate complex information to internal and external audiences. Collaborates with project teams to apply standards, and ensure documentation is complete, consistent, and easy to use.

• Edits, and formats technical reports, procedures, manuals, specifications, proposals, and other documentation.

• Works with engineers, project managers, and subject matter experts to verify reference information for proper report referencing in the documentation.

• Reviews content for clarity, accuracy, grammar, consistency, and compliance with company standards and client requirements.

• Edits documents to ensure templates, formatting standards, and style guidelines are being implemented.

• Coordinates document reviews, incorporates revisions, and manages version control throughout the document lifecycle.

• Assists with document production, final quality checks, and preparation of deliverables for internal use and client submittal. When performing a detailed quality control review, you should ensure accuracy, consistency, and professional presentation.

• Work closely with engineers, project managers, and subject matter experts to ensure project deadlines and expectations are met.

• Build and maintain strong internal working relationships to support team success.

• Coordinates meetings, prepares agendas, reserves and/or prepares facilities and arranges catering.

• Organizes and maintains file system. Apply consistent techniques to ensure uniformity and usability.

• Identify and implement process improvements to ensure effective use of resources.

• Offer cross-office traveling employees administrative support whenever possible.

• Assists other staff with proposal development, assembly, and submittal.

• Composes routine correspondence.

• Makes copies of correspondence or other printed materials

• Routes incoming mail. Prepares outgoing mail and correspondence, including faxes.

• Answers and screens telephone calls and arranges conference calls.

• Orders and maintains supplies and arranges for equipment maintenance.

• Coordinates and plans social office functions and other activities as needed.

Qualifications:
Qualifications

• Associate's degree or equivalent from a 2 year college or technical school plus 5 years related experience and/or training; or equivalent combination of education and experience.
• Knowledge of administrative and office procedures and systems such as Microsoft Word, managing files and records, designing forms, and workplace terminology.
• Must be able to read, review, and prepare detailed written materials with a high degree of accuracy.
• Two or more years of experience in technical writing, editing, document control, including experience with APA formatting and citation standards.
• Excellent writing, editing, proofreading, and verbal communication skills.
• Strong working knowledge of Microsoft Office and document formatting; experience with templates, style guidelines, revision tracking, and referencing features.
• Strong attention to detail, time management, and ability to manage multiple deadlines.
• Ability to work both independently and with others.

Valid driver’s license with a good driving record required

Additional Information

Position could be Full-Time OR Part-Time

As part of our talented staff, you will enjoy competitive pay, annual bonuses, paid health, dental, vision, life insurance, short and long-term disability, paid time off, paid holidays; parental leave, generous 401(k) match, access to HSA & FSAs, flexible schedule, annual HEI logo apparel and more.

Additionally, view our careers page to read about HEI being selected as one of the ENR top 500 design firms and as one of the Prairie Businesses 50 best places to work for several years in a row!

EOE AA M/F/Vet/Disability