Administrative Assistant Job at Hazen and Sawyer in Charlotte

The Administrative Assistant is primarily responsible for handling typical office documentation and correspondence in support of general office administration duties, in addition to providing periodic project-related assistance to multiple engineers and project managers.

Responsibilities:

• Greet and welcome guests
• Retrieve mail and receive parcel/package deliveries
• Read and analyze incoming mail, packages, memos, letters, and reports to determine their significance and distribute appropriately
• Create and maintain project information in project management systems
• Coordinate invoice routing, monitor payments to subcontractors and vendors, and track invoices receivable
• Enter and maintain client, project, and prospect data in automated systems
• Prepare, edit, and format reports and memos to assist office staff
• Notarize, file, copy and/or distribute documents
• Make arrangements for meetings, such as coordinating catering for luncheons or coordinating travel
• Prepare documents or packages for shipment
• Coordinate scheduling for both internal and external parties
• Inventory and order office supplies, including organization of storage and supply rooms.
• General office up-keep and organization of front lobby, conference room, and office common space.

Requirements:

• 2-year Associates degree
• 1-2 years of experience providing administrative support, preferably in the consulting industry
• Knowledge of administrative and clerical procedures, systems and other office procedures at a proficient level
• Highly proficient in Microsoft Office - specifically Word, PowerPoint and Excel
• Physical ability and mobility to work in an office setting
• Ability to travel to office and to other locations using private transportation
• Ability to communicate efficiently, both verbally and in written form

Position Type:

• Full-time or part-time
• In-person/in-office
• Early / mid-January 2025 start date.