Administrative Assistant / Document Processor

Overview

Would you like to be a part of a dynamic team of professionals that is truly passionate about our work? Are you interested in working for an organization that does meaningful work, fosters a collaborative team culture, and creates a diverse, inclusive environment where you feel like you belong? If this sounds like you, talk to us about joining our team.  

Carollo Engineers is an internationally recognized environmental engineering firm that specializes in the planning, design, and construction of water and wastewater facilities. Our vision is to become the best water consulting firm and we are looking for motivated, talented people to help us reach that goal. We are seeking a Document Processor to support Carollo's vision.

Responsibilities

• DOCUMENT PROCESSOR 

• Supports single office document processing needs and participates in the DP shared work pool when there is no local DP work. 
• Produces and formats specifications, technical and design memoranda, reports and general correspondence using company templates and formatting standards. 
• Proofreads completed work for accuracy of editing and formatting. 
• Ability to juggle multiple priorities and exercise judgment on order of completion of tasks. 
• Word 2013 and/or Office 365 (styles, graphics, tables, outlines, table of contents, templates, macros). 
• Excel 2013 and/or Office 365 (basic to intermediate level: formatting, header/footer, file path name, etc.). 
• Adobe Acrobat/Bluebeam (converting files into PDF format; adding bookmarks and thumbnails, appending pages). 
• Converts scanned images or Excel files into MSWord documents. 
• Combines files (Excel, Word, Acrobat, etc.) for production purposes. 
• Converts documents to Adobe PDF files. 
• Scans materials into PDF or uses Optical Character Recognition software to scan materials into MSWord. 
• Converts and cleans documents from other software applications. 
• Organizes and maintains directory structures and file naming. 
• Maintains knowledge of company supported software packages in order to provide maximum support. 

• ADMINISTATIVE ASSISTANT 

• Tasks associated with daily opening and closing of the office. 
• First point of contact for clients and guests. 
• Coordinates the distribution of a quarterly company magazine. 
• Coordinates party and social activity planning. 
• Coordinates set up for office meetings. 
• Maintains conference and teaming rooms.  
• Inventory and ordering of office supplies for two sites. 
• Orders meals and snacks for two sites. 
• Assists engineers with various tasks. 
• Maintains electronic library. 
• Assist in coordinating proposals as needed. 
• Various office projects (scanning, document management, etc.). 

Qualifications

• High School Diploma
• Minimum of 3 years of experience in a office environment
• 65 wpm
• Valid Driver's License
• Initiative, proactive attitude 
• Ability to work without direct supervision 
• Advanced knowledge of Microsoft Word
• Knowledge of Adobe Acrobat, Excel, Outlook, and other computer applications
• Ability to work independently and be team player
• Ability to work under pressure and meet deadlines
• Ability to multi-task and reprioritize quickly upon request
• Ability to handle confidential material
• Excellent organization, administrative, and time management skills.
• Solid written/verbal communication skills, including grammar and attention to detail

Preferred Qualifications

• Knowledge of Adobe Photoshop and/or InDesign

Other Compensation and Benefits

Carollo is committed to providing employees with a competitive, comprehensive benefits program that provides the care employees and their families need to lead healthy, productive lives. Carollo’s benefits package includes paid time off and holidays, comprehensive health insurance coverage, pre-tax savings account options for healthcare, dependent care and commuter expenses, disability insurance and life insurance options for you and your dependents. We also offer free Caregiver Support, Travel Assistance, counseling services and discount programs. Other compensation that may be available includes: 401(k) company contribution matching, tuition reimbursement, discretionary bonuses, career advancement bonuses, professional registration bonuses, employee referral bonuses, and compensatory time for exempt employees. Flexible work arrangements may also be available.  Eligibility for benefits varies based on employment status.