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SMEUSA · 1 month ago

Technical Services Administrative Professional

Kalamazoo, MI

Full-time

Onsite

New Grad, Entry Level

SMEUSA is seeking a Technical Services Administrative Professional for their Kalamazoo, MI office. The role involves providing administrative support across various departments including HR, safety, and marketing, while assisting Project Managers with project documentation and coordination.

Consulting

Growth Opportunities

Responsibilities

The input of proposals and projects and run weekly reports, send feedback requests to clients, prepare change orders, subcontractor agreements and subconsultant agreements, proposal assistance and follow-up. Contract inventory and management, document retention and project close-out, proofing and formatting deliverables in accordance with SME Administrative Standards. Accounting projects will include assist Project Managers with tasks including billing and account receivables, credit card reconciliation for team or office, preliminary invoice assistance with invoicing inventory and coordination, accounts receivable invoice inquiry report emails to clients, and weekly timesheet review, assistance, and coordination

Answering phones, greet guests (sign them in and clear them for access) travel planning and coordination, meeting set-up and clean-up including food orders and help with conferencing equipment, ordering general office supplies and equipment, note taking, meeting minutes and follow-up on action items. Purging and scanning electronic archive report files and trip tickets, sorting and distributing incoming mail and preparing outgoing mail and packages including sending equipment for repair and calibration, using and updating Outlook calendars including setting up meeting invites, reserving conference rooms, and updating conference room calendars

Actively promote a safety culture, work with local safety coordinators to verify the availability of appropriate safety equipment and supplies, adherence to corporate safe work policies and practices, safe condition of facilities, and safe operation of SME vehicles. SME Safety Plan preparation and inventory for projects, and attend monthly safety meetings

Supporting the HR team by assisting with scheduling interviews for candidates

Assisting in new hire resume preparation and annual resume updates, professional license administration/coordination per state including registering for classes and tracking and maintaining current certificates on file, complete vendor questionnaire forms, and act as liaison between technical staff and marketing team to assist with requests for qualification packages and PowerPoint presentations

Ordering supplies for copy machines and printers, maintaining emergency kits with spare technology equipment, acting as a liaison between technical staff and IT team to troubleshoot issues, and being the point person for video conferencing equipment

Qualification

MS Office SuiteVerbalOrganizational skillsWritten communicationTechnical problem solvingInterpersonal skillsEthical conductAttention to detailAdaptability

Required

Has competency using computer operating systems and MS Office Suite programs (Word, Excel, Outlook and PowerPoint)

Excellent verbal and written communications skills to effectively interact with clients, team members, and supervisors, conveying technical information clearly

Strong organizational skills, ability to prioritize, manage workloads, maintain accurate and detailed record-keeping skills, documenting field observations, safety concerns, and problem resolutions

Effective interpersonal skills to build rapport with clients and team members, fostering positive working relationships, customer-centric approach to provide excellent service to clients, ensuring their needs and concerns are addressed promptly and professionally

Must be able to understand and adapt to change and react productively to frequent interruptions and changing conditions

Has a general aptitude for identifying and resolving complex technical problems, utilizing critical thinking and logical reasoning

Demonstrates ethical conduct, maintaining confidentiality and ensuring safety and security in all aspects of work, strict adherence to safety protocols and guidelines, fostering a safe working environment for yourself and others

Must have regular and predictable attendance, have the ability to accept and respond to feedback, collaborate daily with other Administrative Team Members, and perform tasks without repeated errors of the same kind

Must be able to lift reams of paper