Administrative Assistant II

A leading comprehensive engineering design and consulting firm, SSR provides innovative solutions for clients with facility and infrastructure challenges. To achieve client needs, SSR has multiple locations across the US. Working with a diverse group of individuals in a variety of markets, our team of experts partner with our clients to deliver advanced solutions that last.

SSR is committed to providing opportunities and benefits to colleagues that promote living fully. Through various competitive benefits and programs available, SSR supports the health, well-being, and personal growth of its employees. SSR offers benefit options including medical, dental, and vision coverage, a generous contribution to employee-owned Health Savings Account, 401(k) with matching up to the full IRS maximum, tuition reimbursement, and a variety of other employee incentives and wellness programs. SSR is a 2019 A/E/C Building a Better World Award Winner which recognizes our commitment to community outreach and improvement.

We feel that SSR is a great place, but don't take our word for it, See what our colleagues are saying at www.ssr-inc.com/life-at-ssr.

Why Choose SSR? Look at our Twitter, Facebook and LinkedIn pages to discover more.

We are Certified "Great Place to Work" http://www.greatplacetowork.com/certified-company/1001559

DESCRIPTION:

Develops both general correspondence and technical documents for the administrative and technical staff. Provides a computer database of standard and specific documents to be saved for future reference and retrieval. Assists the administrative and technical staff in the assembly, reproduction, and distribution of documents for both in-house staff and clients.

ESSENTIAL FUNCTIONS:

• Assists management in maintaining orderly correspondence and technical document files
• Assists team leaders and/or project managers with the correspondence and communications required to administer projects and serve clients
• Updates Cosential contact entries, etc., as needed
• Imports Speclink for project specifications into Word and edit, format, and printout as needed
• Uploads, downloads, and distributes submittals and RFIs using various custom software (Newforma, PDM, Submittal Exchange) as well as assembles and sends out hard copies of reviewed submittals and shop drawings as needed
• Maintains and distributes submittal and RFI logs daily
• Provides relief for Receptionist (sometime maybe receptionist duties)
• Sets up response letters and spreadsheets for Code Review Comments
• Files projects as needed and archives project files yearly
• Scans seals and distributes as needed
• Distributes mail daily; mails, ships and arranges courier deliveries of items as needed
• Reserves conference rooms as needed and may manage and print conference room schedules weekly
• Orders lunches and arranges catering as needed
• Plans client and colleague events as needed
• Assists with colleague training and vender presentations by coordinating room reservations, entering information into SSR University, tracking attendance, and setting up/cleaning up the room
• Codes invoices
• Occasionally assists with travel arrangements
• If applicable - may serve as the liaison of the office to coordinate with vendors and office functions
• Maintain confidentiality regarding sensitive issues and confidential needs
• Performs other administrative duties and tasks assigned by management

KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS:

KNOWLEDGE

• Knowledge of project proposal and business letter formats
• Thorough knowledge of Microsoft Office (i.e., Word, Excel, PowerPoint, and Outlook) and AIA software

SKILLS and ABILITIES

• Interpersonal - ability to interact positively and work effectively with others
• Organizational Skills - can marshal resources (people, funding, material, support, etc.) to get things done; can orchestrate multiple activities at once to accomplish goals; uses resources effectively and efficiently; arranges information and files in a useful manner
• Written Communication Skills - ability to clearly deliver a message through written words using correct grammar, spelling, and punctuation
• Speech Clarity - ability to speak clearly and in a common language so that others can understand you
• Detail-Oriented - ability to achieve accuracy and thoroughness when accomplishing a task; pays attention to details and is able to understand what caused a certain outcome

MINIMUM QUALIFICATIONS:

• High school degree or GED equivalent and two years of applicable experience OR college degree in administration or related field

PHYSICAL DEMANDS: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• Frequently/extensively use a computer for several hours at a time
• Ability to lift and/or carry materials weighing up to 30 pounds

WORK ENVIRONMENT: (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• Indoors with some exposure to excessive noise, darkness/poor lighting, fumes, or dust

SSR is an Equal Opportunity / Affirmative Action Employer

EOE Disability/Veteran

Our mission is to make a positive difference for our clients, colleagues, and communities

Recruiters or staffing agencies: SSR is not obligated to compensate any external recruiter or search firm who presents a candidate, their resume, or profile to an SSR employee without 1) a current, fully-executed agreement on file and 2) being assigned to the open position via HR