Administrative Specialist

Administrative Specialist

Are you ready to be challenged, make a difference, and experience professional growth in your career? Kleinfelder's local area operational support teams coordinate and lead! We are looking for teammates that are interested in providing high level and proactive support to different service lines!

Step into your new role. Kleinfelder is seeking an Administrative Specialist to support our Honolulu office and requires the hire to sit in Honolulu.

In this role, you will support the administrative needs of the Honolulu business unit; provide intermediate administrative support to respective business unit's professional, project management, and management needs related to client support or general administrative tasks; may coordinate assigned staff to ensure internal and external clients' expectations are met in a timely and satisfactory manner; work under general supervision from Supervisor / Manager within specific guidelines and protocols on moderately complex assignments; and complete electronic filing, data entry and general clerical duties, compiles reports, and administers processes in accordance with prescribed guidelines and procedures.

Job Responsibilities:

• Has strong grammar and word processing skills.
• Sets up accounts in system to ensure contracts are well organized. Prepares and administers agreements, addendums, fee letters and confidentiality agreements as requested.
• Handles customer questions and complaints, communicates with customers, handles service problems politely and efficiently, always available for customers, follows procedure to solve customer problems, understands company products and services, maintains pleasant and professional image.
• Creates and maintains files and filing system.
• Maintains and reconciles checking account, credit card account.
• Communicates information in a succinct and organized manner, produces written information that is appropriate for the intended audience.
• Completes work schedules, coordinates calendars and arranges appointments.
• Facility maintenance, shipping coordination, ordering office and field supplies.
• Travel plans, meeting prep, coordination of office events.
• Copier maintenance (paper, toner, repair, etc.).
• Vehicle coordination and maintenance.
• Enter data into Deltek/SharePoint (mileage logs, timecards, expense reports).
• Prioritizes well, shows energy, reacts to opportunities, instills urgency in others, meets deadlines.
• Has strong organizational skills, attention to detail, and ability to manage multiple assignments under set deadlines.
• Able to demonstrate ability to provide critical thinking and problem solving skills.
• Ability to work independently and collaboratively as part of a team.
• Flexible to adapt to changing priorities and direction in a dynamic work environment.
• Has a "client service" mindset and work in close partnership with technical professionals (engineers, scientists, and construction professionals).
• Must be committed to continuous learning and growth into greater responsibility within the organization.
• Coordinate with internal and external team members.
• Coordinates efforts across Kleinfelder offices in the NorCal & Pacific.

Position Requirements:

• Experience: 2-5 years of experience with a professional services firm.
• Bachelor's degree (English, Marketing, Journalism or Communications preferred).
• Able to work in the office 8 hours per day, 5 days per week.
• Accepts and follows directions from others.
• Respects authority.
• Communicative and reliable.
• Complies with requests.
• Takes accountability for delivering on commitments.
• Owns mistakes and uses them as opportunities for learning and development.
• Openly discusses his/her actions and their consequences both good and bad.
• Allocates time and attention based on what is the most important to achieve key goals and objectives.
• Approaches work in an organized and systematic manner.
• Effectively manages tasks, information, and requests.
• Advanced proficiency with Microsoft Office (Word, Excel) required and Adobe InDesign preferred.

Move Forward with Kleinfelder

Kleinfelder has been connecting great people to the best work since 1961. We are engineers, scientists, and construction professionals providing solutions that improve our clients' transportation, water, energy, and other private infrastructure. As a responsive, cross-disciplinary team of bright, curious, and innovative problem-solvers, we are dedicated to doing the right thing, every day, on every project from over 85 offices in the US, Canada, and Australia. Connecting great people to the best work is our purpose - together, we deliver.

Progress with an Employer that Values You

Kleinfelder is an inclusive organization free from discrimination. We are a stronger organization when we are a diverse workforce and believe that through diversity, equity, and inclusion comes creativity, innovation, and unity. We are proud to offer the following:

Benefits: Kleinfelder offers an excellent compensation and benefits package, including: medical, dental, vision, life insurance, 401(k) plan, and paid holidays.

Career Development: We are committed to investing in the professional development of our staff, offering each employee every opportunity to grow, develop, and take control of their career paths. We support these efforts through reimbursements for continuing education as well as many of the expenses associated with trainings and certifications, and opportunities for career development through our internal Mentoring Program.

Equal Opportunity: Kleinfelder is an Equal Opportunity Employer - Minorities/Women/Disabled/Veterans. (Compliant with the new VEVRAA and Section 503 rules)

NOTICE TO THIRD PARTY AGENCIES Please note that Kleinfelder does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, Kleinfelder will not consider or agree to payment for any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, Kleinfelder explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resume, including those submitted to hiring managers, are deemed to be the property of Kleinfelder. #LI-SF1