Administrative Assistant supporting occupational health management for clients at MDS. Engaging proactively in operational and administrative tasks to ensure efficiency and client satisfaction.
About the role
- Temporary Administrative Assistant providing clerical support in Portland office for a multi-service infrastructure consulting firm. Duties include general office support, coordination, and assisting with special projects.
Responsibilities
- Administrative duties such as business letters, shipping, answering phone, filing, coordinating office events, coordinating with corporate office and making the office a pleasant fun environment
- Formatting specifications, and creating contracts
- Assist engineers and office staff with requested tasks
- Organize catering for meetings, classes, and special events
- Maintain all office and kitchen supplies inventory
- Make sure conference rooms, printer room and kitchen is organize and neat at all times
- Clean kitchen, fridges, & water the plants
- Distribute mail and prepare all packages using On-Trac, US Mail, FedEx, UPS, etc.
- Approve invoices for all office supplies
- Deliver materials to client and run errands throughout the bay area on as needed basis
- Maintain database of marketing materials, when needed
- Help with office logistics and staff moves
- Welcome new hires by rolling out the red carpet of hospitality
- Assisting with the production of statements of qualifications, proposals, presentations and other marketing materials, or assist with such efforts
- Working closely with principal(s) and project managers designated to assist specific marketing activities including research for potential project leads, budgets, and relationships
- Gathering, formatting and maintaining accurate, up-to-date firm marketing information including staff bios, project descriptions, and other information for marketing purposes
Requirements
- Background in Business Administration, Marketing, Communications, Journalism, English, or related experience
- 1-3 years of Administrative Assistant experience in an office or professional services environment (A/E preferred)
- Strong editing, proofreading, and problem-solving skills
- Ability to multitask while supporting VPs, project managers, and technical staff; interest in proposal and marketing support
- Friendly, approachable team player comfortable wearing multiple hats
- Strong writing and verbal communication skills with excellent organization and attention to detail
- Proficient in Microsoft Office programs
- Working knowledge of Adobe Creative Suite and basic graphic tools
- Familiarity with project or database systems such as Deltek Vision/Vantagepoint
- Proactive, resourceful, and able to manage competing deadlines
- Flexible to work overtime as needed for proposals and project deadlines
Benefits
- Competitive salaries, profit sharing, and 401k.
- Generous paid time off packages.
- 9 Paid Holidays.
- Flexible schedules.
- Education reimbursement, Paid annual dues for professional and societal organizations.
- BKF offers competitive and award-winning benefits and perks. To learn more click here.
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