Administrative Specialist

Our Administrative Specialist will provide administrative support for various tasks, such as scheduling, travel arrangements, and general assistance to our Dover and New Castle, DE staff. Familiarity with the engineering industry, field concepts, practices, and procedures are a plus.  This position is available to a candidate who is interested in being in- office full-time. A candidate who is interested in splitting their time between offices (Dover or New Castle, DE) will also be considered.

Responsibilities

• Execute front desk administrative tasks such as answering phone calls, managing sign in sheets, and greeting visitors.
• Support our field staff and office staff with shipping of samples, equipment, laptops etc. and follows shipping and receiving processes/ protocols.
• Assist in managing and maintaining truck fleet, including but not limited to, capturing mileage logs and unit entries, coordinating monthly inspections, state inspections, oil changes/regular maintenance, etc.
• Completes and maintains necessary filing, completes data entry and general clerical duties using various software and Excel.
• Coordinates office meetings, lunches, and other events.
• Occasionally assists our Business Development team by compiling proposals and other deliverables.
• Ensures kitchen and production area is stocked with an appropriate inventory of supplies.
• Maintains IT Closet and PPE inventory.
• Manages office-related vendors effectively and appropriately to ensure office is well maintained.
• Coordinates travel for local team such as hotels and vehicle rentals.
• Completes other assigned tasks within administrative role on an as needed/requested basis.

Qualifications and competencies

• 3+ years of relevant experience in a fast-paced, deadline driven environment.
• Proven work experience as an Administration Assistant.
• High school diploma or equivalent.
• Experience in proactively assessing the needs of those being supported.
• Comfortable interacting with people at all levels of the organization and can adjusts style of conversation based on the audience.
• Organizational and time management skills.
• Communication and interpersonal skills.
• Approaches work in an organized and systematic manner.
• Ability to lift 50 pounds.
• Deltek database experience preferred.

Move Forward with Kleinfelder 

Kleinfelder has been connecting great people to the best work since 1961. We are engineers, scientists, and construction professionals providing solutions that improve our clients' transportation, water, energy, and other private infrastructure. As a responsive, cross-disciplinary team of bright, curious, and innovative problem-solvers, we are dedicated to doing the right thing, every day, on every project from over 85 offices in the US, Canada, and Australia. Connecting great people to the best work is our purpose - together, we deliver.   

Progress with an Employer that Values You 

Kleinfelder is an inclusive organization free from discrimination. We are a stronger organization when we are a diverse workforce and believe that through diversity, equity, and inclusion comes creativity, innovation, and unity. We are proud to offer the following: 

Benefits: Kleinfelder offers an excellent compensation and benefits package, including: medical, dental, vision, life insurance, 401(k) plan, and paid holidays. 

Career Development: We are committed to investing in the professional development of our staff, offering each employee every opportunity to grow, develop, and take control of their career paths. We support these efforts through reimbursements for continuing education as well as many of the expenses associated with trainings and certifications, and opportunities for career development through our internal Mentoring Program. 

Equal Opportunity: Kleinfelder is an Equal Opportunity Employer - Minorities/Women/Disabled/Veterans. (Compliant with the new VEVRAA and Section 503 rules)   

NOTICE TO THIRD PARTY AGENCIES  

Please note that Kleinfelder does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, Kleinfelder will not consider or agree to payment for any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, Kleinfelder explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resume, including those submitted to hiring managers, are deemed to be the property of Kleinfelder.