Administrative Assistant (Operations)

BakerRisk Administrative Assistant II

BakerRisk is an employee-owned consulting firm that specializes in technical risk management solutions. Our team of dedicated scientists and engineers has successfully provided risk management solutions in over 75 countries to key industries ranging from oil and gas to manufacturing and agriculture. Through a unique blend of exceptional talents and unparalleled expertise, we consistently deliver top-tier technical risk management solutions that set the benchmark for quality and innovation.

BakerRisk is seeking a full-time Administrative Assistant II. This is a full-time on-site position in our corporate office located at 410/Harry Wurzbach. This position provides a broad range of administrative coordination and support services to maximize the effectiveness of staff time companywide. Responsibilities will increase in complexity and breadth over time. Each Administrative Assistant position may have specific focus areas within the company.

Direction Received

This position works under the supervision of the Admin Manager to achieve satisfactory results. May receive directions from many different staff based on assignments. The level of direction necessary will decrease as experience with individuals, company, customer standards, and information develops. Seeks assistance from the Admin Manager when specific, non-standard problems arise. Understands what issues require supervisory attention. May serve as a resource and mentor to other team members by sharing knowledge, providing guidance, and supporting professional development within the department.

Duties & Responsibilities

• Develops and maintains successful working relationships with internal (staff members) and external (clients) customers with whom coordination is necessary.
  • Communicates with clients and obtains information; follows up on delegated assignments; knowing when to act and when to refer matters to a Project Manager or person requesting a task.
  • Independently manages routine and moderately complex assignments. Escalates highly complex, unusual, or sensitive matters to manager for guidance and resolution.
  • Maintains client/attorney information confidential.
  • Acts as central office contact for project teams and technical sections.
  • Acts as a liaison to support positive and comprehensive communications between staff in all offices and sections.
  • Actively identifies problems that arise and troubleshoots solutions for staff.
• Compiles and maintains detailed and organized information and data records of various activities.
  • Effectively organizes information in order to improve efficiency over time.
  • Tracks records for various needs related specifically to customer accounts regarding site access, compliance records, team tracking, customer reporting, and others.
  • Develop and utilize filing and retrieval systems for corporate records management.
  • Assists with collecting research references, standards, and state or federal regulations as they pertain to projects.
  • Tracks, creates, or compiles numerical data. May monitor budget reporting based on predetermined criteria.
  • Documents budgets, project information, purchases, and other information in various places and formats.
• Schedules and coordinates trips, meetings, classes, events, and appointments on behalf of staff and customers.
  • Schedules receipt of work information needed to perform work.
  • Schedules, coordinates teams for entrance onto and work at customer sites.
  • Makes travel arrangements for staff, consultants, and visiting clients.
  • Corrects problems that arise in travel schedules and arrangements while engineers are en route.
• Organizes and maintains technical library and Project files (Project files, Photos, Journals, books, etc.)
  • Prepare, copy, file, collate, ship, and distribute documents.
  • Organizes and labels information based on project needs.
  • Gathers information in preparation for file discovery; transcription, create deliverables for the client which contain documents, photos, videos, testing results, and other information related to litigation proceedings.
• Maintains a calendar by planning and scheduling meetings, teleconferences, and travel with clients and other experts, monitors court appearance dates for trials and depositions and other litigation requirements.
• Backup on all tasks and specialized areas within the department as needed.
• Coordinates and assists in maintaining and, retrieving, archiving documents as it relates to the company's hard copy retention policy.
• Provide phone support as part of the team duties.
• Responsible for other duties as assigned.

Education: Bachelor's degree or equivalent 5-12 years' related working experience.

Skills & Knowledge:

• Types 55 WPM
• Proficiency in Word, Excel, SharePoint, and PowerPoint
• Strong grammar and proofing skills
• Strong interpersonal and communication skills
• Detail oriented
• Able to effectively multi-task, establish, and negotiate priority to the satisfaction of all interests.
• Able to work successfully under tight deadlines.
• Ability to maintain organization in a changing environment.

BakerRisk offers a competitive salary and benefit package including holiday, vacation and sick leave pay, medical/dental insurance, 401(k), Employee Stock Ownership Plan (ESOP), and potential for a year-end bonus.

BakerRisk is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.

BakerRisk and its affiliated companies are drug-free workplaces.

Baker Engineering and Risk Consultants