Administrative Coordinator

CMA is hiring an Administrative Coordinator for our Regional Office to support to the office leader, project managers and project staff working in that region, as well as support the needs of the overall CMA team. The administrative assistant position is a critical part of the regional team, facilitating the culture of excellence and service to the community.

Responsibilities:

• Greet visitors at the front desk.
• Answer and transfer phone calls.
• Maintain orderly and organized appearance within public areas, such as front desk, kitchen and conference rooms.
• Good communication and writing/typing skills, including quality control for grammar, spelling and punctuation of letters.
• Distribute and coordinate mail and/or track packages to staff members.
• Responsible for event registration for all local events, update companywide event spreadsheet, coordinate payment for event, coordinate travel, send Outlook calendar invitations to staff attending the event, and prepare any materials needed for event.
• Deliver project and proposal submittals to clients.
• Assist marketing staff with assembly of proposal submittal packages.
• Assist project staff with assembly of project submittal packages.
• Assist with any billable project work from Project Managers (10% target utilization)
• Assist with preparation of project set up forms.
• Assist Project Managers with any AR collection.
• Assist and coordinate any meetings to be scheduled for the Office Manager and reserve conference room(s)
• Order all office supplies, including copy room and kitchen.
• Maintain office equipment and coordinate all necessary maintenance.
• Order meals for any staff lunches or events within the office.
• Organize meetings, training sessions, lunch and learns, webinars, and conference calls.
• Update office Outlook calendar to show conference room reservations, events, approved time off, traveling staff location, birthdays, holidays, etc.
• Plan monthly birthday/anniversary celebrations.
• Coordinate with building management for any office space repair/maintenance issues.
• Coordinate and distribute all office keys and key cards.
• Notarize contract documentation.
• Update new contacts within Deltek database.
• Assist and guide new employees with completion of all on-boarding documentation.
• Maintain and distribute emergency preparedness plans to staff on annual basis.
• Send email reminders/notifications to appropriate staff on birthdays.
• Assist with taking photographs for marketing purposes of completed projects.
• Works on miscellaneous projects as directed by the Office Leader

Qualifications:

• 7 years of experience as an administrative assistant
• Past experience in an engineering or architecture firm
• Proficient with Microsoft Word, Excel, PowerPoint, Outlook and Teams
• Experience and expertise with contracts is preferred
• Ability to work independently and as part of a team supporting the office and other groups tied to the office
• College degree is preferred.
• Highly organized, detail-oriented and able to multi-task
• Excellent communication skills - verbal, written (handwriting/typing) and interpersonal skills.
• Strong sense of urgency, project responsibility and initiative