Administrative Assistant

The Opportunity:  

In this role, you will serve as an Administrative Assistant for our Macomb, Michigan office. You will work alongside various groups and work with Project Managers assisting with general office, safety, HR responsibilities, Marketing, and IT duties.  

Responsibilities:  

• The input of proposals and projects and run weekly reports, prepare change orders, subcontractor agreements and subconsultant agreements, proposal assistance and follow-up. Contract inventory and management, document retention and project close-out, proofing and formatting deliverables in accordance with SME Administrative Standards. Accounting projects will include assisting Project Managers with tasks including billing, credit card reconciliation for team or office, preliminary invoice assistance with invoicing inventory and coordination, and weekly timesheet review, assistance, and coordination.  

• Answering phones, greeting guests (sign them in and clear them for access) travel planning and coordination, meeting set-up and clean-up including food orders and help with conferencing equipment, ordering general office supplies and equipment, note taking, meeting minutes and follow-up on action items. Electronically archive report files and trip tickets, sorting and distributing incoming mail and preparing outgoing mail and packages including sending equipment for repair and calibration, using and updating Outlook calendars including setting up meeting invites, reserving conference rooms, and updating conference room calendars.  

• Actively promote a safety culture, work with local safety coordinators to verify the availability of appropriate safety equipment and supplies, adherence to corporate safe work policies and practices, safe condition of facilities, and safe operation of SME vehicles. SME Safety Plan preparation and inventory for projects, and attend monthly safety meetings.  

• Supporting the HR team by assisting with scheduling interviews for candidates.  

• Assisting in new hire resume preparation and annual resume updates, professional license administration/coordination per state including registering for classes and tracking and maintaining current certificates on file, complete vendor questionnaire forms, and act as liaison between technical staff and marketing team to assist with requests for qualification packages and PowerPoint presentations.  

• Ordering supplies for copy machines and printers, maintaining emergency kits with spare technology equipment, acting as a liaison between technical staff and IT team to troubleshoot issues, and being the point person for video conferencing equipment.  

Core Competencies:  

• Has competency using computer operating systems and MS Office Suite programs (Word, Excel, Outlook and PowerPoint).  

• Excellent verbal and written communications skills to effectively interact with clients, team members, and supervisors, conveying technical information clearly.  

• Strong organizational skills, ability to prioritize, learn and retain multiple software programs within the first year manage workloads, maintain accurate and detailed record-keeping skills, documenting safety concerns, and problem resolutions.  

• Effective interpersonal skills to build rapport with clients and team members, fostering positive working relationships, customer-centric approach to provide excellent service to clients, ensuring their needs and concerns are addressed promptly and professionally.  

• Must be able to understand and adapt to change and react productively to frequent interruptions and changing conditions.  

• Has a general aptitude for identifying and resolving complex technical problems, utilizing critical thinking and logical reasoning.  

• Demonstrates ethical conduct, maintaining confidentiality and ensuring safety and security in all aspects of work, strict adherence to safety protocols and guidelines, fostering a safe working environment for yourself and others.  

• Must have regular and predictable attendance, will accept and respond to feedback, collaborate daily with other Administrative Team Members, and perform tasks without repeated errors of the same kind.  

• Must be able to lift reams of paper.  

• Must be able to sit for long periods of time.  

SME's Core Values:  

• Honesty and Integrity  

• Respect  

• Selfless Service  

• Teamwork  

• Practical Solutions  

Benefits:  

At SME, we believe that taking care of our employees is the cornerstone of our success. Our commitment to your well-being goes beyond a job- it is about helping you thrive both personally and professionally. We offer a benefits package that is not simply meeting an expectation, but a key component of your overall job satisfaction. The following list highlights many of the benefits SME offers its employees.  

• SME provides Medical, Dental, and Vision after 30 days of employment.  

• SME covers the premium cost of medical insurance so that you and your families never have to worry about the costs of healthcare.  

• 401k match  

• Yearly profit sharing that goes directly into your 401k  

• Yearly performance bonuses  

• Yearly wage evaluations  

• Flexible Spending Account  

• Tuition Reimbursement  

• Competitive Paid Time Off  

• Volunteer Time Off⯠