Senior administrative

What We're Looking For

At HNTB, you can invest in a career that is meaningful and rewarding to you while making a difference for Michigan communities that matter to all of us.

As part of a nationwide firm, HNTB Michigan has been a part of delivering solutions for some of the largest and most innovative infrastructure projects across the state.

With our historic growth and several office locations across the state, it is an exciting time to join our team of passionate professionals and employee owners working to build a better tomorrow.

Under limited supervision, leverages specialized skills and experience to provide administrative support typically to officers and managers.

Administrative functions may include maintaining calendars, scheduling meetings, making travel arrangements, handling correspondence, distributing mail, filing, and performing other duties to support the manager and department as needed.

Utilizes Outlook, Word, Excel, PowerPoint and various HNTB software applications to perform tasks.

What You’ll Do :

Maintains calendars and schedules appointments.

Coordinates and schedules meetings and prepares meeting agendas.

Coordinates and arranges travel and accommodations, and prepares travel itineraries.

Directs incoming calls, welcomes visitors, and answers routine questions. Sorts and distributes incoming mail and prepares outgoing mail.

Compiles basic reports or presentations with information from established sources as directed. Prepares a variety of correspondence with a moderate degree of guidance.

Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.

May perform data input and prepare forms in support of the manager or department.

Performs other duties as assigned.

What You’ll Need :

High School Diploma / GED or equivalent

Primary Focus Will Include :

Will perform administrative duties in support of office staff including, coordinating and scheduling calendar appointments, meetings and travel, preparing a variety of correspondence under general guidance, receiving and directing incoming calls and welcoming visitors.

Delivers new hire orientation when needed.

Coordinates local policy and procedures with the appropriate corporate and or / divisional functions to ensure full and complete procedures are in place covering assigned areas.

Recommends changes in process or procedure to management.

Will prepare reports, gathering and summarizing a variety of data from multiple sources. Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.

Will assist in preparing and submitting CEI staff expense reports on behalf of office staff, securing and maintaining supporting documentation and ensuring accurate coding of expense items.

Supports Accounts Payable functions by accurately coding and processing invoices.

Will track and coordinates the acquisition and distribution of materials, supplies and equipment. Maintains inventory of furniture and equipment.

Working with Corporate Procurement and facilities, assists with office moves. Coordinates with facilities on any building maintenance issues.

May track mileage and ensure maintenance of vehicle fleet.

Additional duties as assigned will include :

Document minutes for project and CEI group related tasks

Organize and maintain CEI groups file system

Maintain CEI Group staff training files and coordinate staff training schedule,

Assist in ordering staff equipment along with maintaining staff equipment logs.

Assists in monitoring CEI staff vehicle logs

Assist with coordination and inputting CEI staff expense reports.

Assist with booking CEI staff travel

Preferred Qualifications and Skills :

Ability to maintain confidentiality

Planning, time management and organizational skills

Ability to balance multiple tasks and changing priorities

Attention to detail

Demonstrated ability to compose, edit and proof read written documents (routine letters, business correspondence and reports of varying complexity)

Last updated : 2024-04-23