What are the responsibilities and job description for the Administrative Assistant position at CHA Consulting, Inc.?
OVERVIEW
CHA Consulting, Inc. is a highly diversified, full-service engineering and construction management firm working to responsibly improve the world we live in. With decades of experience, CHA brings together the talent, technology, and partnerships to meet our clients’ evolving needs. Located throughout the United States and Canada, we provide a wide range of planning and design services to public, private and institutional clients.
CHA Consulting, Inc. is currently seeking an Administrative Assistant to join our Syracuse, NY office.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Provides phone coverage, takes messages or routes calls, greets visitors
- Typing correspondences, memos and proposals, including mail merges
- Maintain inventory and order supplies
- Schedules conference rooms
- Sells employee services (postage stamps, discounted movie tickets, etc.)
- Works with Microsoft Office suite
- Assists PMs with project chargeable tasks
- Prepares business correspondences & mailings
- Opens, sorts and distributes mail and packages
- Assists with purchases for group or office
- Assists with BST Timecard and expenses for staff
- Assists with travel arrangements
- Assist remote staff with time sheet/expense entry Orders business cards
- Assist Office Leader(s) with planning office events, budgets, building needs/ equipment, and other staff relation duties as needed
- Prepares PowerPoint Presentations
- Provides on-boarding support to new hires
- Arranges and sets up conference calls/web meetings
- Orders and delivers lunches and handouts for meetings, and assist with cleanup of conference rooms following meetings
- Prepare meeting minutes for office management team meetings
- Filing, scanning and archiving documents as needed
- Assist with document reproduction and binding needs
- Obtains and distributes keys, parking stickers or security badges for the building
- Maintains office credit card for purchases and prepare Purchase Requisitions
- Update/replace labor/notification posters as provided from HR team
- Deals with moderate to highly complex administrative issues
- Assists with Spec Manuals
- Obtains proposal numbers and types letter proposals
- Prepares Standard Subcontract Agreements and Notices to Proceed
- Assists PMs with license renewals, professional license applications, and PDH entry.
- Maintain sign in/sign out list
EDUCATION AND LICENSURE
- High School Diploma required
SKILLS, EXPERIENCE AND QUALIFICATIONS
- 2+ years of experience required
- Proven administrative experience
- Knowledge of office management systems and procedures
- Solid time management skills and ability to multi-task and prioritize work
- Strong attention to detail and problem solving skills
- Strong written and verbal communication skills
- Strong organizational and planning skills
- Strong knowledge of Microsoft Office & Outlook
CULTURE/EEO STATEMENT
CHA takes pride in recruiting, developing and retaining highly talented individuals. In addition to competitive salaries, we offer a comprehensive benefits package and a variety of opportunities for our employees’ professional growth and development.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability, protected veteran status, or any other characteristic protected by law.