Administrative Specialist

Location

Primary

Location:

San Diego, CA

Do you want to build an impactful career to change the world for the better? Geosyntec has an exciting opportunity for an Administrative Specialist to provide office and reception support in our San Diego, CA office. This position performs responsible administrative and secretarial work of a confidential, complex and varied nature assisting a department(s) in a Branch or the Branch Manager.

Work requires the exercise of considerable initiative, independent judgment and discretion in planning, prioritizing and organizing a diversified workload.

Geosyntec is an innovative, international engineering and consulting firm serving private and public‑sector clients to address new ventures and complex problems involving our environment, natural resources, and civil infrastructure. Our engineers, scientists, technical and project employees serve our clients from offices across the world. Ranked by ENR as one of the top environmental engineering design firms, Geosyntec is internationally known for its technical leadership, broad experience, and exceptional client service.

We invest in our people. Each employee is unique, and your career at Geosyntec will be too. We offer competitive pay and benefits, and well‑being programs to support you and your family.

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• Assemble and coordinate the production of reports, technical papers, forms and summaries and other documents of varying complexity and confidentiality prepared by, or under the supervision of the Office Manager, professional staff or Branch Manager.
• Compose material and information and type and design general correspondence, memos, charts, tables, graphs, business plans, reports and documents relating to client, project, and professional matters. Proofread copy for spelling, grammar and layout making appropriate changes. Responsible for accuracy and clarity of final copy. Sign correspondence as required.
• Create logs and databases.
• Perform desktop publishing and develop visual presentations for professional staff.
• Schedule and organize complex activities such as travel, client meetings, staff meetings, conferences, interviews and teleconferences, department and/or branch activities.
• Maintain appointment schedule, calendar and travel itinerary of professional staff.
• Organize and prioritize large volumes of information and calls.
  • Sort and distribute mail. Draft written responses or reply by phone or e‑mail when necessary. Respond to regularly occurring requests for information.
  • Field/answer routine and non‑routine questions. Work in cooperation with other assistants to cover phones.
• Establish, develop, maintain and update client, project, governmental agency and confidential filing systems, and, as required, maintain and update library of professional journals and magazines.
• Interact directly and act as a liaison with other departments, outside agencies, clients and staff, under the direction of manager, professional staff and other senior management.
• Complete Proposal Initiation and Project Initiation forms and open project files.
• Conduct research and compile and process statistical reports.
• Maintain calendar system regarding work in progress and inform professional staff of due dates.
• Deal with printer, photographer, as needed.
• Proof billing reviews and client invoices for accuracy.
• Track budgets for projects and maintain accurate records in project‑related costs and project management systems.
• May review dailies, newspapers, newsletters for business leads or other important information.
• May supervise clerical personnel and their assignments including:
  • Manage day to day operations and workflow;
  • Organize office procedures e.g. information filing, retrieval systems, supplies inventory and ordering; and
  • Organize the operation of word processing and other equipment.
• Perform related administrative tasks and assist other administrative staff as needed.
• Drive personal, company, and rental vehicles to client or company project or office sites, and other business locations, as needed.

• Graduation from an accredited high school or GED and a minimum…