Administrative Assistant

NV5 is seeking a full-time Administrative Assistant in our Parsippany, NJ office. The Administrative Assistant will provide coverage to all groups as needed to assist with administrative duties, perform an extensive array of administrative tasks to enable all groups to effectively achieve their deadlines and objectives, and help build efficiency and effective responsiveness into existing operations. The successful applicant will be exposed to marketing and finance groups within the office offering the opportunity for continued career specialization and growth.

• Perform administrative tasks for all groups in office including but not limited to archiving, binding, cleaning/organizing, typing, proofing and editing letters, updating and creating spreadsheets, mailing, copying, faxing, filing, invoicing, running errands, ordering/maintaining office supplies, and handling petty cash.
• Assist in meeting deadlines for billing by providing the necessary information to project managers, compiling the information, and organizing the information to streamline the process.
• Coordinate or complete a variety of office tasks including but not limited to building and equipment maintenance requests, errands, mail needs, conference room schedules, office organization and cleanliness.
• Print and scan small and large documents.
• Perform QA/QC of documents.
• Answer multi-line phone and cover front lobby, greet clients and visitors with a positive attitude.
• Enter client and project related information, expense reports, and labor adjustments/timesheets into Deltek Vision system.
• Coordinate office events.
• Coordinate with vendors for events, project needs and office equipment repairs as needed.
• Support corporate groups as needed, assist with special projects as needed.
• Perform other duties as assigned.

• High School Diploma or equivalent required, knowledge of administrative office practices and procedures, Associates degree preferred.
• 1-3 years of relevant administrative support experience.
• Previous experience in a professional office setting, experience in an Engineering firm a plus.
• Proficiency in Microsoft Office Suite.
• Ability to communicate effectively and positively with co-workers/managers, must have a can-do attitude.
• Excellent written and oral communication skills, planning and organization skills, and attention to detail.
• Ability to learn and use additional software programs required to handle assigned tasks.
• Demonstrate sound judgment, comprehensive decision making and problem-solving skills.
• Ability to work independently.
• Ability to effectively support multiple groups.

Work Environment and Physical Demands

The characteristics described below are representative of those encountered while performing the essential functions of this position. When properly requested and when feasible (without undue hardship to the organization), reasonable accommodations will be made to enable individuals with disabilities to perform essential job functions. 

• Work will primarily be in the office setting with limited opportunities to be exposed to adverse environmental conditions.
• Work will be primarily working with fingers by picking, pinching, typing and grasping often with repetitive motion.
• Must have visual acuity for viewing a computer screen, the ability to talk, hear and sit for extended periods of time.
• Must be able to carry, lift and push/pull up to 20 pounds frequently and up to 50 pounds occasionally.
• Overtime work may occasionally be required.
• Additional physical duties may be required as necessary. 

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The pay range for this position is $19 - 23 per hour; however, base pay offered may be higher or lower depending on job-related knowledge, skills, and experience of the candidate. Restricted stock units may be provided as part of the compensation package, in addition to a full range of medical, financial, and/or other benefits, dependent on the position offered. This information is provided per the salary transparency provisions of the NYCHRL. Base pay information is based on market location. Applicants should apply via the NV5 careers site.

NV5 provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. NV5 complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.