Administrative Assistant

Collins is an ENR Top 500 Design Firm. We have opportunities for you.

Collins is a leader in the transportation, marine, and site/civil contract services industries. We are seeking an experienced Administrative Assistant for our Salt Lake City, Utah office. This position supports the administrative needs of a growing office and serves as a key support resource for managers and multiple departments throughout the organization.

This role includes general office and clerical functions, marketing and proposal support, and coordination with corporate departments. The position reports directly to the Regional Manager.

• Assist department personnel with project and department administration and coordination, as requested.
• Provide administrative support for transportation and waterfront projects.
• Maintain project-related contract files and assist with project invoicing.
• Assist the Division and/or Assistant Regional Managers with proposal preparation.
• Support project teams with administrative tasks.
• Transcribe and proofread letters, memos, and correspondence on engineering-related topics, including legal descriptions, easements, agreements, reports, studies, advertisements, proposals, specifications, tables, contracts, and forms.
• File correspondence and other records.
• Make copies of correspondence and other printed materials.
• Assemble engineering reports.
• Process incoming and outgoing mail.
• Manage office supplies.
• Assist with travel, conference, and seminar arrangements.
• Support field staff as needed.
• Coordinate expense report submittals.
• Serve as a point of contact for corporate departments.
• Work with the Safety department to coordinate and conduct inspections on office equipment.
• Work with Accounts Receivable and Accounts Payable to coordinate timesheets, expense reports, invoices, and related items.
• Work with the Marketing department on proposal preparation, prequalification submittals, employee résumé maintenance, solicitation searches, and related tasks. This role requires strong editing and proofreading skills and overall responsibility for the quality of submitted materials.
• Work with the HR department on new-hire orientation, certification administration and tracking, paperwork administration, and related duties.
• Perform other duties as assigned.