Business Administration Specialist

Position Purpose

Provides day-to-day on-site administrative support to office staff, which includes performing receptionist duties and handling a wide variety of situations involving the administrative functions of the office.  Also responsible for supporting basic-level technical project and proposal work for any practice area (e.g. Aviation, Municipal, Transportation), ensuring that responsibilities are executed in a timely manner with a level of quality and customer service that meets or exceeds all KLJ professional standards.

Essential Functions

·  Perform administrative functions to support the company and office, which includes receptionist duties, answering telephone calls and emails, ordering and stocking of office supplies, sorting and distributing incoming and outgoing mail and packages, generating accurate and thorough documentation, preparing and providing copies of work product for assigned projects, and providing on-site catering or logistical support for meetings or events.

·  Responsible for general office administration including office upkeep and liaison with building management for maintenance requests, issues (e.g. AC/Heat service), and building/parking access.

·  Log and track admin help desk ticket support requests to assign, prioritize, and manage tickets to ensure efficient resolution.

·  Perform the appropriate disposition and processing of accounts receivables, accounts payable, processing invoices, petty cash, and asset tracking for assigned office or area.

·  Provide support for new hire onboarding, including the completion of I-9 documentation, supplying business cards, and ensuring all items that need to be at a new hire’s desk or office are provided prior to their start date.

·  Provide support for employee exit/departures by completing checkout list requirements including the return of all company equipment, inventory of company property and assets, putting away supplies, and submitting departure checklist to HR.

·  Assist facilities with space assignment, preparing cubicles or offices for new hires, monthly seating map updates, and departing employee cubicle or office clean-up.

·  Assist with the coordination of logistics for conferences and events.

·  Under general guidance, provide project and proposal assistance to business practice areas that could include tracking of task orders, document preparation and control (electronic and hard copy), records management processes (filing, archiving), which could involve project-specific reports, data management, uploading of documents to project websites, project file structure assistance, and maintaining project procedures manuals, and workflows.  

·  Under general guidance, assist project or marketing leads with the tracking of RFPs and proposal timelines, and provide proposal delivery assistance including form completions, resumé requests, and printing assistance.

·  Maintain quality control standards and procedures for generating accurate and precise project-related records using the ERP, spreadsheets, databases, and/or software.

·  As appropriate, attend project-related meetings to inform the team regarding the current status of assigned project deliverables and following up on any identified actions as discussed.

·  Exercise responsible and ethical decision-making regarding company funds, resources, and conduct, and adhere to KLJ’s Code of Conduct and related policies and procedures.

·  Perform additional responsibilities as required by business needs.

Qualifications

·  Associate’s Degree in Business Administration or closely related discipline, (or demonstrated proven equivalent experience).

·  1 to 3 years of business experience, preferably in an Administrative or Office Support capacity.

·  Familiarity with business support administrative principles, practices, methods, and their application to project work-related issues within the professional services and consulting industry.

·  Familiarity with Oracle or like ERP preferred (but not required).

·  Effective interpersonal and communication skills when interacting with others, expressing ideas effectively and professionally to a technical and non-technical audience.

·  Effective self-leadership with attention to detail, accuracy, multi-tasking, and prioritization of responsibilities in a dynamic work environment.

·  Ability to work independently with limited supervision and guidance, as well as part of a team to meet business objectives.

·  Basic proficiency with technical writing, software and technology, spreadsheets, MS Excel, pivot tables, formulas, data format/sort/filter, and tools.

·  Ability to work schedules conducive to project-specific requirements that may extend beyond the typical work week.

·  Occasional travel may be required depending on project-specific requirements.

The pay range for this position is from $18.00/hour to $28.00/hour depending on experience.