Administrative Coordinator

Posted Date 1 month ago(2/1/2024 12:39 PM)
Job ID
2024-9562
# of Openings
1
Job Locations
US-CA-Irvine
Category
Administrative/Clerical
Type
Regular Full-Time

Overview

Administrative Coordinators handle routine and advanced duties for other professionals. They organize files, create correspondence, prepare reports and documents, manage calendars to schedule appointments and offer general staff support. They may serve as an initial point of contact, answering phones and greeting visitors. They may engage in event planning and meeting setup. Very often they will make travel arrangements and generate itineraries.

 

NV5 is a provider of engineering and consulting services to public and private sector clients, delivering solutions through six business verticals: Testing, Inspection & Consulting; Infrastructure; Utility Services; Environmental Health Sciences; Buildings & Program Management; and Geospatial Technology. With offices nationwide and abroad, NV5 helps clients plan, design, build, test, certify, and operate projects that improve the communities where we live and work.

 

As engineers, architects, construction/program managers, environmental professionals and beyond, we play a significant role in shaping our communities through the services we provide. We are looking for passionate, driven individuals to join our team focused on Delivering Solutions and Improving Lives.

 

Responsibilities

  • Answer phones and greet visitors
  • General office upkeep
  • Order and maintain kitchen and office supplies
  • Schedule and coordinate appointments, meetings and maintain calendars
  • Prepare communications, Write and edit documents
  • Some technical writing
  • Create and maintain filing systems
  • Review RFPs/Project Scope.
  • Update project information in Deltek.
  • Log and distribute RFI/Submittals for review.
  • Assist Executives in compiling and completing project related expense reimbursement reports.
  • Coordinate, edit, and format project specifications.
  • Maintain and manage document control of submittals and RFIs including distribution, tracking and reporting.
  • Schedule travel arrangements for business related travel
  • Maintaining PTO request forms, inputting into mechanical calendar
  • Coordinate and arrange department lunch and learn sessions.
  • Organize and maintain paper and electronic files including archival documents.
  • Develop professional relationships with local agencies to aid in the submittal process.
  • Project set up and maintenance in Newforma Project Center.
  • Perform general clerical duties to include but not limited to: photocopying, faxing, mailing and filing.
  • Assist in application for and maintenance of professional licenses.
  • Support staff in assigned project-based work.
  • Update team members on delegated tasks to ensure progress deadlines are maintained.
  • Will be handling time sensitive and confidential materials.
  • Any other job duties as assigned.

Qualifications

  • High school diploma or GED
  • At least 1-2 years of experience that is directly related to the duties and responsibilities specified.
  • Strong organizational skills, including the ability to prioritize, multi-task, and work effectively/efficiently independently or with minimal supervision.
  • Basic administrative experience in Microsoft Office, including Word, Excel, Access and Outlook.
  • Professional appearance and demeanor.
  • Newforma and Vision general knowledge preferred

 

The pay range for this California position is $25.00- $35.00 per year; 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 California Senate Bill 1162. Base pay information is based on market location. Applicants should apply via the NV5 careers site.

 

NV5 offers a competitive compensation and benefits package including medical, dental, life insurance, PTO, 401(k) and professional development/advancement opportunities.

 

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.

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