Administrative Assistant​/Office Manager Assistant

Job Title

Administrative Assistant/Office Manager Assistant

K2D Consulting Engineers Inc – Greater Los Angeles Area

5/2/2018

K2D Consulting Engineers is a highly experienced Engineering Consultation Firm in Marina Del Rey, CA that has been serving the Southern California area for years. We are currently seeking a dynamic, professional and experienced Business Development Manager with excellent interpersonal and communication skills.

SUMMARY: This position is responsible for general office administration such as report preparation, document/filing management, and supporting various projects and initiatives as directed by the manager by performing the following duties.

• Creates and edits engineering correspondences, reports, presentations, financial data, data analysis, communication, project work, expense preparation and travel arrangements.
• Supports business process by completing documentation, requesting information and following up to ensure key timelines are adhered to.
• Conducts research and provide reports or information as required for special projects.
• Conducts a variety of errands locally as required.
• Maintains the highest level of accountability, disclosure, and regularly exercise a high degree of discretion.
• Schedules meetings and appointments.
• Supports office manager when needed.
• Coordinates with IT consultants on all office equipment and software issues.
• Manages contract and price negotiations with office vendors, service providers.
• Provides general support to visitors.
• Assists in hiring new employees and the on boarding process for new hires.
• Serves as liaise with facility management vendors, including cleaning and catering services.
• Plans in‑house or off‑site activities, like parties, celebrations and conferences.
• Performs other related duties as assigned by management.

• This job has no supervisory responsibilities.

• High school diploma or general education degree (GED), or one to three months related experience and/or training, or equivalent combination of education and experience.
• Computer skills required:
  Proficiency in MS Office (MS Word, MS Excel and MS Outlook, in particular)
• Other skills required:
  • Self‑starter who can contribute positively to a team
  • Fast learner with minimum supervision
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills in a fast‑paced environment
  • A creative mind with an ability to suggest improvements
  • Project Management Skills with ability to follow through and support the execution of key initiatives
  • Act proactively as an individual and in a group to ensure a project or task has been completed efficiently
  • Diploma or Certificate in Business, Accounting or related discipline preferred but not required
  • Working as the office manager or Administrative assistant of an Engineering or Architectural office is an asset but not a requirement.
  • Proven experience as an Office manager, Front office manager or Administrative assistant
  • Hands on experience with office machines (e.g. fax machines and printers)
  • Familiarity with email scheduling tools, like Email Scheduler and Boomerang
  • Excellent time management skills and ability to multi‑task and prioritize work
  • Attention to detail and problem‑solving skills
  • Familiarity with Quick Books accounting software is a plus
  • Sales and customer relationship experience is a plus
  • Comfortable performing networking and social duties, occasionally being the face of the company and representing the leaders of the company at events and meetings.

• Diversity – Demonstrates knowledge of EEO policy;
  Shows respect and sensitivity for cultural differences;
  Educates others on the value of diversity;
  Promotes a harassment‑free environment;
  Builds a diverse workforce.
• Motivation – Sets and achieves challenging goals;
  Demonstrates persistence and overcomes obstacles;
  Measures self against standard of excellence;
  Takes calculated risks to accomplish goals.
• Oral Communication – Speaks clearly and persuasively in positive or negative situations;
  Listens and gets clarification;
  Responds well to questions;
  Demonstrates group presentation…