Senior Administrative Associate

Post Date: Friday, December 14
Job Title: Senior Administrative Associate
Organization: Wiss, Janney, Elstner Associates
Description: Essential Job Functions: Administrative ■ Independently manages office related projects ■ Responsible for all major office functions including: procuring materials for jobs, maintaining inventory of office supplies and office equipment, managing office vendors and management companies, handling building issues, and office social activities (i.e., office events, tech talks, and meetings) ■ Prepares first drafts, edits, proofreads, and assembles outgoing correspondence and documents ■ Researches new office equipment and leases ■ Coaches administrative team members on work load distribution troubleshoots problem situations ■ Answers incoming calls and e-mails, and directs client inquiries appropriately ■ Provides advanced word processing using WJE templates ■ Organizes internal meetings; conference room scheduling and setup/takedown ■ Maintains office library ■ Processes outgoing email and packages to include special delivery services (Federal Express) as needed ■ Assists with copying, filing, and binding as requested ■ occasional transcription of dictation Project Operations ■ Coordinates and assists in preparation of technical reports and presentation materials ■ Coordinates and maintains incoming and outgoing project related correspondence and documentation ■ Assists with development and execution of marketing-related initiatives such as developing and pitching proposals, pursuing long-term clients, doing “leg-work” and research on potential clients and preparing marketing packages ■ Supports job sites, as needed, including working with Project Managers to identify, procure, and maintain equipment ■ Assists with the creation of complex documents utilizing multiple software programs and digital images Assists Project Manager with a working knowledge of specific functions of the Vision database as needed ■ Compiles request for proposals (RFP’s) ■ Assists staff with pre-bills ■ Conducts internet research Recruiting and Staff Development ■ Provides coaching and feedback to administrative staff members ■ Trains professional and administrative new hires in office procedures and equipment ■ May coordinate and participate in interviewing and on-boarding of new administrative hires Knowledge Management ■ Assists in ensuring that project files are maintained in accordance with company procedures ■ Organizes electronic and paper files ■ Responsible for archiving off-site project files and drawings Finance and Accounting ■ Monitors time sheet/expense report submittal as needed ■ Reviews and submits for approval accounts payable invoices including communications, photocopying, and office supplies ■ Provides input for annual budget ■ Assists Unit Manager with a working knowledge of accounts receivable, accounts payable, purchasing, and offices services. ■ Reviews and processes pre-bills for A/E approval and client payment, and provides Vision database assistance to perform various accounting functions Requirements: ■ Bachelor’s Degree preferred ■ Seven plus years administrative experience (additional coursework or college degree may reduce experience required). ■ Construction related experience preferred ■ Able to thrive and make an impact in a small office environment ■ Attention to detail ■ Ability to understand and translate technical details relevant to industry ■ Advanced written and oral communication skills ■ Experienced in ACDsee, Adobe Acrobat, and Vision ■ Ability to navigate intranet filing systems ■ Ability to multi-task and prioritize ■ Excellent written and oral communication skills ■ Proficiency in computer skills and Microsoft programs with emphasis on Microsoft Word and Outlook ■ Ability to adapt to changing priorities and project deadlines
Salary: Negotiable
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Misc. Info: WJE offers an excellent compensation package that includes medical, dental, vision, life insurance, tuition reimbursement, and 401(k). Qualified candidates, please visit the careers portion of our website where you can submit your resume and cover letter for this position in the Minneapolis location.: