What are the responsibilities and job description for the Administrative Assistant position at Kimley-Horn?
Overview
At Kimley-Horn, one of the nation's premier planning and design consultants, our professionals are experts in many disciplines yet share one passion: making our clients successful. Ranked as one of Fortune Magazine’s “100 Best Companies to Work For,” Kimley-Horn prides itself on hiring high-achieving, dedicated, and reliable professionals. Looking for a terrific place to build your career? Kimley-Horn and Associates, Inc. is seeking a full-time experienced Administrative Assistant to support our Boston (Waltham), MA office. The chosen candidate must be able to project a professional company image through in-person and phone interaction and will have direct responsibility to support technical staff in multiple groups. This position has varied responsibilities including general clerical, receptionist and project-based work including, but not limited to:
Responsibilities
- Perform general clerical duties including but not limited to: photocopying, report binding, mailing, shipping, filing, travel coordination, preparing expense reports, ordering supplies and upkeep of production room and equipment
- Support project managers and team members as needed
- Create and modify documents using Microsoft Office and Adobe Professional
- Maintain hard copy and electronic filing systems
- Assist with project submittals and agency/client deliveries
- Assist project managers with invoices for Accounts Payable
- Assist project managers with scheduling meetings and preparing agendas, documenting meeting minutes, and project summaries
- Assist project managers with contract processes and to request insurance certificates
- Receptionist duties (answering phones, sorting and preparing mail/packages) as needed
- Successfully work with internal and external clients
- Proactively develop improved processes
- Able to balance and manage multiple tasks and priorities
- Able to work independently with minimal supervision
- Other duties as assigned
Qualifications
- High School Diploma or equivalent
- Minimum of 6 years of relevant administrative experience
- Strong proficiency with latest version of Microsoft Office product suite including Word, Excel, PowerPoint and Outlook
- Knowledge of Microsoft Office templates and the use of styles in files
- Strong verbal and written communication skills including a professional demeanor/phone voice
- Excellent typing skills
- Regular and reliable attendance
- Ability to have a flexible schedule and willing to adjust hours to meet client and business needs when needed
- Able to stand for extended periods and bend/stoop occasionally, lift or maneuver boxes with or without accommodation
- Valid driver’s license
- Previous administrative experience with a multi-disciplinary engineering firm
- Experience with engineering plans and specifications
- Some college education or relevant training a plus
