Administrative Specialist

Administrative Specialist (Engineering)

Location

San Jose, CA

Job Status

Full Time

Come join our team at WMH Corporation! We are a leading transportation civil engineering firm located in the San Francisco Bay Area in search of a highly organized, energetic and detail oriented Administrative Specialist with A / E / C industry experience.

Primary Responsibilities - Administrative (70%)

Support Project Managers in the administrative duties of Project Management, for example,

• Oversee and support all administrative duties in the office and ensure that office is operating smoothly (i.e., answering phones, setting up meetings, ordering office supplies, filing, keeping office organized / tidy, coordinating staff lunches, etc.)
• Assist in monthly invoice cycle (review vendor invoices, data entry, preparing invoices, etc.)
• Preparing expense reports
• Assist Project Managers with budget management for various projects
• Reviewing and preparing contracts / amendments for subconsultants
• Reviewing and maintaining certificates of insurance for various projects and clients
• Assist with print production projects, including plan sets, proposals, public outreach mailings, etc.
• Event planning (meetings, training seminars, team building events, etc.)
• Assist Project Managers with project related administrative tasks
• Assist Accounting / HR Team with administrative tasks

Primary Responsibilities - Marketing (30%)

• Assist with managing social media presence, website content and email marketing activities
• Assist with researching new project opportunities through RFQs & RFPs
• Help maintain detailed records for certifications, licenses and RFQ / RFP opportunities
• Assist with graphic design in creating print and digital marketing materials
• Manage collection of subconsultant materials for RFPs
• Assist with the proposal production process

Qualifications

• Experience as an administrative assistant, proposal coordinator or marketing assistant in the A / E / C industry is a huge plus
• Degree or Equivalent Relevant Work Experience (3+ years)
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Knowledge of Adobe Creative Suite (Photoshop, Illustrator, InDesign)
• Excellent time management skills
• Must be extremely detail oriented, proactive, and punctual
• Must be comfortable and confident working with numbers
• Strong communication skills; proficient in spoken and written English

The Company

WMH Corporation provides professional project management and design services for Caltrans and transportation agencies throughout California.

Our skills have been proven by the successful completion of numerous transportation projects for state and local agencies.

These projects include planning, preliminary engineering, final design and construction support services for new roadway alignments, roadway widening and extensions, interchanges and intersections, roadway rehabilitation, toll plaza improvements, airport infrastructure, local road improvements, transit, truck and bicycle and pedestrian facilities in a variety of geographic and environmental settings.