Administrative Associate

Wiss, Janney, Elstner Associates, Inc. (WJE) is seeking an Administrative Associate to support our Washington, D.C. office located in Falls Church, Virginia.

WJE is a global firm of engineers, architects, and materials scientists committed to helping solve, repair, and avoid problems in the built world. Since 1956, our applied experience from more than 200,000 projects and our state-of-the-art laboratory and testing facilities have made WJE a leader in providing innovative yet practical solutions to the clients we serve.

Administrative staff at WJE are encouraged to take on responsibility and seek challenges in their roles. The successful candidate will demonstrate strong organizational skills, exceptional attention to detail, and the ability to adapt to changing priorities and project demands from multiple staff members while maintaining excellent interpersonal skills. Although many of the responsibilities are clerical in nature, this position also includes high-level administrative projects that require initiative, independent thinking, problem solving, and the ability to clearly and accurately synthesize complex concepts.

• Provide administrative support to the Unit
• Coordinate internal staff meetings, webinars, lunch presentations, conference calls, and office outings and activities
• Serve as local IT contact for ordering, preparing, and troubleshooting equipment
• Work closely with administrative team members to ensure efficient workflow, effective communication, and a collaborative team environment
• Prepare for and support onboarding of new project and administrative staff
• Assist with time and expense reporting and corrections, and train associates on project-related accounting processes

• Support accounts receivable and e-billing, and review invoices
• Coordinate contract review with the Legal team
• Support staff with project-related tasks, including project correspondence and client communication
• Assist with report review, including editing and formatting
• Create and run Workday reports

• Assist in preparing qualifications submittals in response to Requests for Proposals (RFPs) and Requests for Qualifications (RFQs), and maintain pre-qualification documentation
• Develop and maintain proposal materials, project profiles, and pre-qualification documentation

• Greet guests and answer incoming calls
• Process correspondence, mail, and Fed Ex packages
• Manage office supplies and equipment
• Scan, copy, print, and file documents

• Bachelor's degree in English, Communications, Marketing, Business, or a related field. (Relevant experience in the Architecture, Engineering, and Construction (AEC) industry may be considered in lieu of a degree.)
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and Power Point
• Strong attention to detail
• Ability to learn independently
• Enthusiasm for supporting others in their work and working as a team
• Ability to manage multiple tasks and adapt to changing priorities and project deadlines
• Strong interpersonal skills and the ability to work effectively with professionals at all levels in a fast-paced environment

Wiss, Janney, Elstner Associates, Inc. (WJE) is a global firm of engineers, architects, and materials scientists. Clients worldwide seek our expertise to solve the most significant, interesting, and challenging problems in the built world. Our applied experience from more than 175,000 projects combined with unparalleled laboratory and testing capabilities have made WJE a leader in providing innovative yet practical solutions to the clients we serve.

Working at WJE is a team endeavor characterized by a…