Administrative Specialist

Take Your Career to the Next Level

Are you ready to be challenged, make a difference, and experience professional growth in your career? Kleinfelder’s local area operations have support teams that coordinate, lead, and contribute to the success of each region. We are looking for teammates who are interested in providing high-level and proactive support to different service lines!

Step into Your New Role

Would you love to work with a diverse team of top scientists, engineers and construction professionals? Are you motivated by overseeing the daily administration and organization of an active office? Do you love editing and formatting (word processing) highly technical documents, business letters, presentations, and other files?

You are someone who is energized by:

• Supporting the daily administration of the 50+-person (and growing) Salt Lake City office
• Supporting a diverse team of engineers, project managers, field technicians and construction professionals
• Writing and editing, with proven exemplary formatting capabilities
• Onboarding new employees in the Area, to ensure their needs are met, to put them on the path to success  

You are positioned for success if you have these skills: 

• Knowledge and proficiency in Microsoft Office Suite- Word, Excel, PowerPoint, and Outlook, as well as PDF editor software such as Adobe or Blue Beam.
• Word processing, general editing and grammar reviewing experience.
• Strong organizational skills, attention to detail, and ability to manage multiple assignments under set deadlines.
• Ability to ensure accuracy and follow through in all tasks and deliverables.
• Professional demeanor with excellent communication skills.
• A "client service" mindset to work in close partnership with technical professionals.
• Desire for continuous learning and growth potential within the organization.
• An acceptable driving record and your own transportation (mileage is reimbursed for work related use of vehicle) - for coordinating office lunches and supply purchases.

Specific duties to include:

• Word Processing and Document Production.
• Facility maintenance, shipping coordination, and ordering office and field supplies.
• Copier maintenance (paper, toner, repair, etc.). 
• Administrative support for project managers.
• Administrative support for business development managers- weekly reporting, generating proposal numbers and tracking submittals in Deltek – with weekly follow up.
• Coordination with corporate IT to facilitate local IT needs.
• Office reception (Answering and screening phone calls, managing email correspondence, and routing inquiries appropriately.)
• Arranging travel plans for staff.
• Planning and overseeing office meetings and events.
• Supporting HR team with new staff on-boarding tasks.
• Office Vehicle Fleet Management.
• Management of the office Credit Card use and weekly Reconciliation.
• Accounts Payable.
• Facilitate annual certificate of insurance  renewals and bonding duties.

Position Requirements: 

• Work in the office 8 hours per day, 5 days per week.
• Accepts and follows directions from others. 
• Respects authority. 
• Communicative and reliable.
• Complies with requests. 
• Takes accountability for delivering on commitments. 
• Able to lift at least 25 lbs.

Education:

• Experience: 3-5 years of experience with a professional services firm or as ahigh-level Administrative Assistant.
• Bachelor's degree (English, Marketing, Journalism or Communications preferred).
• Advanced proficiency with Microsoft Office (Word, Excel) required and Adobe InDesign 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 100 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.