Job Description

Supporting a multi-disciplinary civil engineering firm providing a variety of services including water, wastewater, street and drainage design, site developments, subdivision plats, construction administration and engineering studies.

The responsibilities of this position are to manage the front of the office and provide administrative support to Austin Staff. This individual will act as an admistrative assistant, receptionist, and office manager.

Day-to-Day:

• Answer phones / front door (answer phone within 1-2 rings if possible)
• Provide admin support to all management and project managers
• Send staff email with phone number and name in subject line for messages
• Finalize letters and documents
• Prepare letters of transmittal for all documents leaving office
• Scan signed transmittals to file
• Plot (print) plans, print, scan, copy documents
• Assemble complete copies of documents/ reports / submittals in PDF and save PDF copy of final document on server
• Assemble PDF plan sets with seals as appropriate (Secured)
• Distribute documents to clients and entities as required by project
• Assist project managers as necessary with support including but not limited to:
• Project submittals
• Jurisdictional coordination
• File organization/ project scanning
• Meeting scheduling
• Report preparation
• Make deliveries and submittals as necessary
• Log time in BillQuick for all project related time
• Purchase office supplies products
• Manage service / maintenance for company vehicle(s) and equipment
• Manage Accounting of Austin Office Expenses including but not limited to:
• Obtain and log all receipts for expenses by Austin staff weekly
• Scan receipts and post job related expenses in BillQuick weekly
• Maintain check register for BOA account weekly
• Manage cash in BOA account weekly
• Manage petty cash box weekly
• Run errands as necessary
• Other duties as assigned

Qualifications:

• Proficient in Adobe Acrobat PRO, MS Word, and MS Excel
• 2-5 years relevant experience
• Experience with PDF pro
• 1+ years of experience with invocing and billing

Plusses:

• Ability to handle multiple jobs at one time
• Wants to be a part of the office environment
• Personable with a good attitude as they will be client facing.

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