Administrative Assistant I

The Administrative Assistant position provides administrative support to teams, departments and groups in our organization to ensure a seamless delivery to our customer and stakeholders is achieved.

As a 100% employee-owned company, we all share responsibility for making Moore Engineering a rewarding workplace while providing critical engineering services to communities around the region. At Moore Engineering, we care about each other, our clients, and the communities we serve. It's this collective passion that drives excellence in everything we do.

• Welcome clients, guests, and visitors to the organization with a friendly and professional demeanor
• Answering multi-line phone system (screening/transferring all inbound and interoffice calls for all offices)
• Distributes/prepares incoming and outgoing mail/packages (mass mailings)
• Schedules meetings and webinars, arranges meal requests, prepares conf./training rooms, arranges lodging and travel needs for employees
• Runs office/project related errands, as needed
• Assists with purchasing of supplies; ensure supplies remain stocked
• Upholds Moore brand standards, including project folder structure and document naming standards

• Format/edit/proofread correspondence (letters/reports/forms/templates/etc.)
• Assists with project manual setup (front ends/specifications/reports/etc.)
• Creates compiled documents for plans, specifications, reports, etc.)
• Manages of online bidding process (advertising/uploading/distribution/bid opening)
• Construction Contract Administration

• Prepares Contracts and ensures contract is fully executed between Owner and Contractor
• Assists with preparation of financial workbook docs for projects
• Assists with construction documentation (change orders/work orders/punchlists/etc.)
• Assists with project closeout
• Assists with project production (printing/binding)

• Assists with conferences/community events
• Assists with coordination of strategic services (HR/Marketing/IT/Accounting)
• Assists with the planning/execution of company events for respective office(s)
• Coordinates with vendors to order office supplies/equipment
• Serves as a resource to employees for inquiries regarding software/programs

• High school diploma/GED or the equivalent combination of education and experience
• Prefer prior administrative support experience in a professional environment
• Proficient in Microsoft 365 and Adobe Suites
• Ability to effectively communicate with all levels of the organization
• Ability to multi-task and effectively prioritize numerous projects simultaneously
• Ability to make routine decisions within defined parameters
• Ability to work overtime, if necessary

The culture at Moore Engineering, Inc. is built on our shared core values
- Respect, Integrity, Accountability, Loyalty, and Kindness.

• Respect means that we honor our co-workers, appreciate cultural differences and value all viewpoints brought in good faith.
• Integrity means we remain consistent and honest, and uphold our obligation to the health, safety, and welfare of the people at the center of our work.
• Accountability means we take responsibility for our actions, to commitments we make, and to our role in creating company success.
• Loyalty means we are dependable and faithful. Our relationships are built on earned mutual trust.
• Kindness means we care for each other and strive to enhance the human condition for our co-workers, friends, families, and communities.

These values differentiate how we successfully do what we do. We hire, separate, review, reward, and recognize our teammates based on these characteristics, so it's important that you share these values to be part of our team.

Required

The Administrative Assistant position provides administrative support to teams, departments and groups in our organization to ensure a seamless delivery to our customer and stakeholders is achieved.

As a 100% employee-owned company, we all share responsibility for making Moore Engineering a rewarding workplace while providing critical engineering services to communities around the region. At Moore Engineering, we care about each other, our clients, and the communities we serve. It's this collective passion that drives excellence in everything we do.

• Welcome clients, guests, and visitors to the organization with a friendly and professional demeanor
• Answering multi-line phone system (screening/transferring all inbound and interoffice calls for all offices)
• Distributes/prepares incoming and outgoing mail/packages (mass mailings)
• Schedules meetings and webinars, arranges meal requests, prepares conf./training rooms, arranges lodging and travel needs for employees
• Runs office/project related errands, as needed
• Assists with purchasing of supplies; ensure supplies remain stocked
• Upholds Moore brand standards, including project folder structure and document naming standards

• Format/edit/proofread correspondence…