Administrative Assistant - Tempe, AZ - Bowman Consulting Group, Ltd.

Short Description:

Bowman has an opportunity for an Administrative Assistant to join our team in Tempe, AZ.

 

At Bowman, we believe in creating opportunities for aspiring people to thrive and achieve ambitious goals. That's why a career at Bowman is more than a job. It is an opportunity to be part of a diverse and engaged community of professionals, to be treated as a respected and valued member of a motivated team and to be empowered to do exceptional work that advances the best interest of everyone involved. We recognize the importance of creating a work environment that is both rewarding to our employees and supportive of our unwavering commitment to provide unparalleled service to our clients.

Overview:

Support the diverse Civil Engineering, Land Survey and Planning teams through all phases of business. Provide administrative support, proposals and response letters, and assist with work/change orders, submittals, and research.

Responsibilities:

Leadership and Direction

• Perform work under moderate supervision. Receive direction on moderately complex assignments, tasks, and execution. Work is frequently reviewed by more senior staff to ensure application of sound techniques and principles. Review work produced by junior staff for quality assurance.

At the Operational and Company Level

• Greet scheduled visitors and accompany to appropriate area or person.
• Coordinate and arrange meetings, prepare agendas, reserve, and prepare facilities.
• Communicate with internal and external clients, Project Managers, and other staff on project related matters.
• Act, when necessary, as the liaison between workgroups and outside stakeholders such as suppliers and clients.
• Act as liaison with corporate headquarters, disseminating information to local office staff accordingly.

Do the Work

• Compose and edit correspondence in Word and create and maintain spreadsheets in Excel.
• Organize and maintain file system, file correspondence and other records.
• Collect and research data using various company programs.
• Make copies of correspondence and other printed material.
• Prepare outgoing mail and correspondence.
• Compose and type routine correspondence and spreadsheets.
• Serve as backup to receptionist function as required.
• Create and track work requests.
• Assist with the timesheet and invoicing process for assigned departments.
• Review invoices for accuracy within assigned department.
• Perform administrative duties such as coding documents, copying, scanning, printing, binding, collating, data entry, research, etc.
• Anticipate future needs and respond to changing situations.
• Manage conflicting priorities, including organizing workflow and teaming up with colleagues to accomplish tasks and balance workloads.
• Research and prepare reports relating to departmental projects and activities.
• Receive and screen telephone calls, answer questions, and take accurate messages.
• Handle all incoming mail, then scan, date, distribute and file.
• Maintain office supplies inventory, anticipate needed supplies, place and expedite orders for supplies.
• Perform special projects as assigned.
• Assist other administrative team members as needed.

Success Metrics and Competencies:

• Ability to work both independently and within a team environment.
• Highly motivated and problem-solving attitude.
• Strong sense of urgency in responding to constituents.
• Effective verbal and written communication skills.
• Strong work ethic and commitment to quality.
• Self-reliance and ability to operate independently with limited direction.
• Effective working relationship with internal leaders and peers, as well as external clients.
• Ability to effectively manage multiple time-sensitive tasks.

Qualifications:

• High School diploma or equivalent GED required or commensurate relevant experience.
• Associates degree or 2 years of post-high school education preferred.
• Three or more (3+) years of experience in an administrative role, including a minimum of one (1) year administrative experience in the land development industry required.
• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Basic understanding of clerical procedures and systems such as record keeping and filing.
• Professional appearance, approach, and demeanor.

Physical Demands and Working Environment:

• Primarily indoor professional office environment which may include bright/dim light, noise, fumes, odors, and traffic.
• Mobility around an office environment.
• Frequent and prolonged use of standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
• Occasional lifting or carrying up to 20 pounds.
• Occasional pushing or pulling up to 20 pounds.
• Occasional reaching outward or above shoulder.

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Job Description Disclaimer:Note: While this job description is intended to be an accurate reflection of the job requirements, it is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Management reserves the right to modify, add, or remove duties from particular jobs and to assign other duties as necessary at any time with or without notice.