Assistant Manager of Administration - SESI Consulting Engineers
Parsippany, NJ 07054
About the Job
SESI Consulting Engineers, founded in 1976, is a well-established, progressive, consulting engineering firm in Parsippany, N.J. SESI has earned an excellent reputation for providing innovative Geotechnical, Site/Civil, and Environmental engineering solutions for owners, developers, and the construction industry throughout the NJ, NY, CT region.
Looking for an outgoing, detail oriented, team player that embraces change and enjoys a challenge. This position provides exposure to all engineering departments and management levels. It is deadline and detail driven. Successful applicants will be able to develop strong rapports internally and externally, learn new technology quickly, work to deadlines and prioritize effectively.
The Assistant Manager of Administration will play a pivotal role in supporting the Department Manager by overseeing and coordinating the activities of the administrative support staff, particularly as related to the receptionist, administrative and facilities functions. This position is expected to operate with limited supervision from a manager. As directed, this position will require you to support other departments and managers in order to fulfill the immediate
requirements of the firm.
Primary Responsibilities include but are not limited to the following. Other duties may be assigned.
Project and Data Management:
● Creates spreadsheets, logs, and records for tracking, reporting and analyzing data
● Creates schedules and timelines for projects.
● Cooperatively works with Marketing team to assemble client proposal templates for
client proposals according to Project Manager instructions.
● Enters data into required systems and documents and audits for accuracy
● Requests documentation, as assigned by managers
● Obtain and provide Certificates of Insurance according to client instructions.
● Maintains electronic and physical departmental files, documents, communications, and
records.
● Contributes and leads project-based initiatives
Administrative Support Staff Management:
● Plans, orders, and/or reconciles deliveries
● Completes purchase orders and documentation
● Plans and coordinates internal and external meetings, events, seminars, etc.
● Schedules and tracks individual attendance, vendors, and supplies
Communication:
● Responds to and follows up with communication requests
● Creates drafts of procedures and manages communication effectively.
● Drafts internal and external communications including but not limited to letters, reports, emails, and announcements
Team Support:
● Collaborates with all departments
● Conducts training newly hired administrative assistants and receptionists
● Recruit, train and conduct performance reviews
● Prioritize, delegate, and confirm completion of administrative work
● Maintains client, contact and project information into the project management system Bill Quick
● Supports other Administrative Assistants
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Highly organized with great attention to detail. Able to prioritize and manage time effectively. Strong communication and people skills. Must be comfortable in a fast paced, highly interactive environment. Required to effectively collaborate with internal and external departments
Join a company recognized for providing solutions, excellence, service, and integrity. We seek dynamic individuals to support organic growth.
SESI Consulting Engineers has been selected as one of NJBIZ’s "FASTEST GROWING" Companies and Inc.'s "5000 America’s Fastest-Growing Private Companies".
SESI offers a competitive compensation and benefits package which includes medical, dental, vision insurance, 401(k), paid time off, tuition reimbursement, professional development assistance, bonus potential, employee engagement activities, just to name a few. SESI also engages its employees in all aspects of its projects and encourage them to participate in design and project management functions to their full potential.
Looking for an outgoing, detail oriented, team player that embraces change and enjoys a challenge. This position provides exposure to all engineering departments and management levels. It is deadline and detail driven. Successful applicants will be able to develop strong rapports internally and externally, learn new technology quickly, work to deadlines and prioritize effectively.
The Assistant Manager of Administration will play a pivotal role in supporting the Department Manager by overseeing and coordinating the activities of the administrative support staff, particularly as related to the receptionist, administrative and facilities functions. This position is expected to operate with limited supervision from a manager. As directed, this position will require you to support other departments and managers in order to fulfill the immediate
requirements of the firm.
Primary Responsibilities include but are not limited to the following. Other duties may be assigned.
Project and Data Management:
● Creates spreadsheets, logs, and records for tracking, reporting and analyzing data
● Creates schedules and timelines for projects.
● Cooperatively works with Marketing team to assemble client proposal templates for
client proposals according to Project Manager instructions.
● Enters data into required systems and documents and audits for accuracy
● Requests documentation, as assigned by managers
● Obtain and provide Certificates of Insurance according to client instructions.
● Maintains electronic and physical departmental files, documents, communications, and
records.
● Contributes and leads project-based initiatives
Administrative Support Staff Management:
● Plans, orders, and/or reconciles deliveries
● Completes purchase orders and documentation
● Plans and coordinates internal and external meetings, events, seminars, etc.
● Schedules and tracks individual attendance, vendors, and supplies
Communication:
● Responds to and follows up with communication requests
● Creates drafts of procedures and manages communication effectively.
● Drafts internal and external communications including but not limited to letters, reports, emails, and announcements
Team Support:
● Collaborates with all departments
● Conducts training newly hired administrative assistants and receptionists
● Recruit, train and conduct performance reviews
● Prioritize, delegate, and confirm completion of administrative work
● Maintains client, contact and project information into the project management system Bill Quick
● Supports other Administrative Assistants
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Highly organized with great attention to detail. Able to prioritize and manage time effectively. Strong communication and people skills. Must be comfortable in a fast paced, highly interactive environment. Required to effectively collaborate with internal and external departments
- Bachelor's degree (B. A.) in business or a related field (Preferred). A minimum of five years of experience (Preferred)
- Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
- Basic math skills for addition, subtraction, division, multiplication. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
- Knowledge of Microsoft Office Suite, Outlook and PDF programs. Ability to learn new systems quickly.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 50pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.
Work Environment
Due to the collaborative nature of this role, it is important that this team member’s regular working schedule aligns with the company’s and fall within 8AM-5:30PM. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position will work in a typical office environment, mostly located indoor with windows. The office contains office equipment resulting in equipment noise. This position will be working in a shared office space with other colleagues and may experience frequent interruptions, conversations, or other background noise.
Work Environment
Due to the collaborative nature of this role, it is important that this team member’s regular working schedule aligns with the company’s and fall within 8AM-5:30PM. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position will work in a typical office environment, mostly located indoor with windows. The office contains office equipment resulting in equipment noise. This position will be working in a shared office space with other colleagues and may experience frequent interruptions, conversations, or other background noise.
Source : SESI Consulting Engineers