Administrative Assistant

Job Summary

This position will work both in the office (Lakewood, CO) and remotely.

General Duties

  • Provides general reception and clerical support for the company.
  • Operates and maintains VOIP telephone system through Nextiva, answering calls for all branch offices.
  • Provides information and assistances to clients/employees.
  • Arranges conference calls/meetings.
  • Handles all mail distribution, shipping and receiving.
  • Photocopies, scans, faxes and electronically files documents as needed.
  • Uploads drawings for printing to reprographics companies.
  • Creates Utility Analysis reports for various engineering projects.
  • Runs office errands.
  • Receives visitors.
  • Makes travel arrangements.
  • Orders office supplies, business cards, and employee badges.
  • Maintains office appearance (including supply room, storage, kitchen, conference room).
  • Performs other duties as assigned.

Accounting Support

  • Scans invoices to Accounting and prepares deposits as needed.
  • Enters expenses into accounting software.

Office Administration Support

  • Leads the preparation and submission of annual insurance renewal applications for the company and its subsidiaries.
  • Handles the administration of all business insurance policies to include project-specific pricing, claims filing (excluding professional liability), insurance certificate requests, etc.
  • Assigns Insurance Training through XLDP online training as needed.
  • Collects and files subconsultant/subcontractor Certificates of Insurance and W-9’s.
  • Enters subconsultant/subcontractor insurance information into Deltek.  Creates/manages electronic SharePoint project/proposal folders.
  • Investigates, implements, and manages corporate housing to include the initiation of leases/utilities, communications with landlords and the coordination of move-in/move-out.
  • Manages company mailbox services.

Job Type: Full Time
Job Location: Colorado

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