Administrative Assistant

Administrative Assistant, 80k, Jersey City, Engineering FirmPOSITION IS 5 DAYS ON SITESTRONG TECHNICAL BACKGROUND NEEDEDReview all incoming MailOrganize and distributeAnswering phone callsManage UPS Shipments In/Out of officeGeneral Office UpkeepKitchen, Supply Closet, Conf Room, Office Area, Server RoomOrder supplies for office as needed/requested.Swag Ordering for Events – Career Fairs, Conferences, Clients, etc.Validate parking and review/enter invoicesSigning up employees for events – IOREBA, Visions & Pathways, etc.Scan and electronically file project documents as requested.Record KeepingEvent/Check requests - create and log in coordination with Business Development team. Follow up appropriately to ensure checks are processed in a timely manner.Political, Philanthropic, and golfSend calendar invites to the appropriate staff members who will be attending.Run Reports for weekly PM meetings and attend to review. Run on Fridays and distribute ahead of Monday meeting:Project Manager SupportUse Deltek to create proposal numbers for opportunities as requested by PM’s and in-line with proposal opening PDF.Assist in preparing proposal responses – scope compilation, document formatting, etc.Managing project win/loss updates in Deltek.Including opening wins in line with project opening PDF including plan so that accounting can process/open.Accounting supportEnter subconsultant invoices into PAT for approval.Sending invoices to escrow applicants.Provide invoice copies to clients/PM’s as requested.Coordinate signing vouchers/PO’s/Contracts as required.Accounts receivable follow-up support as follows:Accounting will cc admin when invoices issues to client.