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Open Position

Office Administrator

ActiveWayz Engineering - San Jose, CA

ActiveWayz Engineering is a small transportation and civil engineering consulting firm providing technical services to cities, counties, and other public agencies in planning and designing transportation projects. We are currently looking for an Office Administrator to be part of our growing team. Working experience with an engineering firm is highly desirable, and we are looking for personnel with high energy and can do attitude.

Pay : Based on Experience

Job-Type : 25-30 hours per week (flexible hours)

Essential Duties and Responsibilities:

  • Standard office duties - Order office supplies, open and distribute mail, answer phone calls, respond to email in a timely manner, maintain contact lists

  • Maintain filing system

  • Update and maintain office policies and procedures online in Atlassian/Confluence

  • Act as point of contact for vendors and clients

  • Assist in monthly time sheet gathering, verification and submittal

  • Assist in preparing invoices and expense reports if requested

  • Coordinate license renewals with government agencies

  • Prepare and create marketing and job proposals

  • Examine contract documents and review liability insurance

  • Collect necessary documents from clients, sub-consultants

Non-essential Duties:

  • Provide backup assistance for processing billings to clients

Education and Position requirements:

  • High School Diploma or equivalent and 4+ years administrative experience preferably in an engineering firm

  • Or 2+ years college and 2+ years administrative experience in a professional business environment

  • Ability to work independently to complete work assignments with minimal direct supervision

  • Strong organizational, interpersonal and communication skills with the ability to multi-task

  • Excellent time management skills and ability to prioritize work

  • Attention to detail, problem-solving skills and deadline oriented

  • Excellent written and verbal communication skills

  • Proficient computer skills in Microsoft Office applications (Word, Excel, Outlook)

  • Working knowledge of office equipment, like printers and fax machines

  • Familiarity with government contracts

  • Experience in professional services especially Consulting in Engineering and Architecture

Familiarity with cloud-based applications like Google Drive, Bill Quick Core, Quickbooks, and Confluence.

*This is not meant to be a complete list of all duties and may include other duties as assigned.


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