SUMMARY
Provides administrative support to the Fairfax Headquarters Office. As part of the Administrative Services team, this individual would also assist other Administrative Services team members with essential office duties. Teamwork is crucial in the Office Assistant role.

Apply online at http://careers.adtekengineers.com. ADTEK Engineers offers competitive salaries and benefits including medical, dental, vision, paid time off, holidays, and retirement. We conduct a pre-employment background investigation and are a drug-free workplace. EEO Employer F/M/Veteran/Disabled.

ESSENTIAL DUTIES AND RESPONSIBILITIES

General Office Support
- Answering incoming phone calls in a polite and professional manner and accurately taking messages (multi-line phone and voice mail system)
- Great customer service and interpersonal skills
- Welcoming visitors and identifying the purpose of their visit before directing them to their respective contact points
- Ability to act as gatekeeper and escalate only relevant information to corporate staff and team leaders as needed
- Daily clerical tasks, such as opening, sorting and sending mail
- Maintain general office environment and common areas, including the kitchen and conference room
- Familiarity with Microsoft Office Suite and similar software related
- Using various software, including word processing, spreadsheets, and presentation software to prepare reports and/or special projects
- Ensure maintenance of Conference Room Schedule
- Process large-volume reproduction of documents
- Process certified mailers
- Maintaining comprehensive and accurate corporate records, documents, and reports
- Provide team effort in troubleshooting photocopier and coordinate repair of office equipment
- Processing shipping of packages, sometimes delivery to shipping center
- General office and sundry supply and ordering

Profit Center Support
- Process submittals within 6 hours of arrival for various profit centers
- Maintain shop drawing logs
- Provide administrative assistance, such as writing and editing emails, and preparing communications on various staff’s behalf
- Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
- Set-up project files on department server
- Assist with team functions
- Process redlines for civil department
- Complete county/city research in government center(s)
- Hand deliver/pickup documents that cannot be emailed or mailed

Project Support
- Archive project files on a monthly basis
- Organize / maintain project files, drawings
- electronic file structure for projects at start-up
- Format specifications for submittals (including those for the federal government)
- Process shop drawings
- Log external/internal reimbursable costs
- Provide word processing support for correspondence and documentation
- Large format printing, collating, folding
- Process, stamp, and seal drawings
- Stamp and copy projects

Corporate Support
- Reproduction and Binding as needed
- Performing minor accounting and bookkeeping duties
- Collate and assemble marketing and federal project mailings
- File proposals and contracts into binders
- Add/update client contacts in the corporate database
- Copy reimbursable invoices for the accounting department
- Fold and mail out invoices
- Data entry support as required
- Assist in the planning of the annual open house event and office employee social events

Other duties as assigned

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

An Associate Degree or 2-year equivalent is desired. 3-5 years of related experience is required. In lieu of 3-5 years of experience, the employee may substitute a Bachelors Degree. Proficiency with MS Office (MS Word, MS Outlook, and MS Excel) required, experience with DELTEK Vision or similar accounting system is desired.

COMMUNICATION SKILLS

The employee must be fluent in reading, writing and speaking English.
The employee must be assertive, have excellent communication skills, and be able to effectively function in a fast-paced professional work environment.
Candidate should have superior writing abilities and be able to establish effective working relationships with internal and external customers.

REASONING ABILITY

Ability to readily manage rapidly shifting work priorities, multiple task assignments and can work independently.
Strong organizational, time management skills and attention to detail required.

OTHER SKILLS AND ABILITIES

Work requires travel to local government buildings, post office, client offices, office supply stores, and other ADTEK offices. This requires the possession of a valid state driver’s license and automobile beginning on the first day of employment.
Work requires willingness to work a flexible schedule.
Excellent organizational and ability to multitask
Time management skills
Problem-solving, basic troubleshooting, and decision-making skills
Ability to work effectively with minimal supervision
Ability to treat confidential information with appropriate discretion
Comfortable in a fast-paced environment

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to walk; use hands to handle or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus. The employee must occasionally lift or move up to 45 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working conditions are normal for an office environment. The noise level in the work environment is usually moderate. Evening and weekend work may be required. Work requires local travel and possible distance travel, possibly several hours in duration.