Administrative Assistant Job at Fishbeck, Inc. in Novi

Administrative Assistant

Location

Novi or Ann Arbor, MI

Job Summary

Fishbeck is seeking a full-time Administrative Assistant with the flexibility to work from our Novi or Ann Arbor, MI offices. The selected candidate will provide a high level of administrative support to several technical professionals across multiple offices. This staff member will interact with a diverse group of clients, visitors, and internal professionals. Independent judgment is required to plan, prioritize, and organize workload.

Primary Functions

• Compiling correspondence, including proposals, agreements, letters, memos, meeting minutes, etc. Efforts include ensuring formats meet company guidelines, accuracy, and readability.
• Compiling reports, tech memos, etc. Again, efforts include formats meet company guidelines, accuracy, and readability. Small to large documents combined into pdf format, ensuring layouts are ready for client presentation and print-ready compilation as needed.
• Specification editing, ensuring the outline is maintained correctly, editor notes have been removed, bracket searches are completed, technical procedure QA/QC processes are followed, etc.
• Construction administration phase processes, including Executed Contract Documents, contract modifications (Addendum/Bulletin/Change Order/Etc.), RFIs, Submittals, etc.
• Meeting coordination (including lunch & learns), working with staff and Office/Administrative Assistants to ensure scheduling, setup, and teardown/cleanup are completed effectively. Attendance certificates often needed.
• Efficient document management and record keeping maintained as a priority, whether in project areas or in CRM environment. Project Closeout is an integral part of this process.
• Copy editing experience is a must, ensuring all materials are clear, concise, and error-free.
• Technically proficient with various platforms; experience with tools such as Bluebeam, Adobe, and website or intranet editing is highly desirable.

Minimum Physical Requirements

Mobility to work in an office setting, use standard office equipment, visual acuity to read printed materials and a computer screen, and hearing and speech to communicate in person or over the telephone. Accommodation may be made for some of the physical demands for otherwise qualified individuals who require and request such accommodation.

Desired Education/Licensure

Associates Degree or experience in related field.

Desired Skills/Experience

• At least three years administrative experience, preferably in an engineering or similar consulting environment, although not required.
• Proficient in Microsoft Outlook, Word, and Excel. Experience in PowerPoint and Publisher are desired.
• Highly organized, dependable, and detail oriented.
• Significant interest in quality and care; accuracy and attention to detail are essential.
• Adaptable to our continuous advancement of technology and processes.
• Communicate effectively and professionally.
• Multi-tasking is key, as demands can change frequently. Thrive in a fast-paced environment and be self-motivated.
• Good proofing and editing skills, to assist staff in well-written and clear work product.
• Experience with Bluebeam and Adobe is a plus.

What we offer

Our staff members enjoy a comprehensive compensation package that includes:

• Medical, dental, and vision insurance.
• Wellness reimbursement and activities.
• Reimbursement and support for tuition, continuing education, and professional/personal development.
• Vacation, sick, and volunteer time, PTO, parental leave, and paid holidays.
• Opportunities for hybrid and flexible schedules.
• 401(k), profit-sharing, and stock options (we are 100% employee-owned!).
• And more!

About Fishbeck
We are one of the premier professional consulting firms in the nation, with 15 regional offices and more than 600 employees. Engineering, environmental sciences, architecture, and construction management are the cornerstones of Fishbeck's services and integrated project approach. We are a hands-on and design-orientated practice with the technical capabilities and understanding to take the largest projects from internal concept to completion. Our team of experts takes pride in our commitment to reliability in design, connection to our clients, and creativity at our core.

We are an equal-opportunity employer that is committed to diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability, or veteran status.