Receptionist/Administrative Assistant

SUMMARY

This temporary position is expected to last one to two months. The role provides administrative support in areas such as insurance and contractual compliance, proposal preparation, corporate fleet management, reception, and office administration. It also involves coordinating with management and other departments.

ESSENTIAL FUNCTIONS

Insurance, Bonds and Contractual Compliance

* Maintain and update required company insurance policies, bonds, CFSE certificates, and related documentation.
* Verify insurance requirements for contracts and subcontracts and coordinate required documentation for project closeout.
* Maintain insurance information, CFSE certifications, Certificates of Insurance (COIs), agreements, and other required project and subcontractor documentation in Deltek.

Proposal and Document Management

* Assist with proposals, RFPs, and RFQs, including searching for opportunities through applicable websites, platforms, and procurement portals, requesting solicitation documents, organizing information, and preparing required documentation.
* Track deadlines, pre-bid meetings, site visits, submission dates, and other relevant solicitation dates, and add them to the appropriate company calendar.
* Review and proofread letters, reports, and other materials, and prepare or provide documentation related to contracts, modifications, and amendments.
* Respond to requests for information related to administrative and office matters.

Fleet Management

* Coordinate monthly vehicle inspections and maintain fleet records, including the Master Vehicle Maintenance log, maintenance and repair documentation, and fuel receipts.
* Manage and maintain control of corporate fleet keys and records of company fuel cards and associated PINs.
* Coordinate vehicle registrations and annual license renewals (marbetes).

General Administrative and Reception

* Manage general reception and office responsibilities, including telephone calls, correspondence, courier services, shipments, receipt of packages, document filing, and office equipment matters.
* Prepare monthly office supply and snack lists for approval and maintain inventory.
* Coordinate employee training records, course registrations, reservations, and related email and calendar reminders.
* Assist with office activities and employees' administrative needs, including administrative matters related to the 401(k) Plan in BPAS.
* Provide access by opening the office, building entrance, and access gate, as needed.
* Assist Marketing with Town Hall meetings, the company newsletter, employee resumes, photographs, and othe related matters.
* Provide initial assistance with computer and equipment issues and coordinate with IT when necessary.
* Perform administrative responsibilities for the CEI Department and Project Managers, as assigned or when additional coverage is required.

Administration and Management

As part of the position's responsibilities, the Administrative Assistant may provide direct support to Administration and Management in administrative and operational matters and, on occasion, in certain authorized personal matters, provided they are compatible with the responsibilities of the position.

* Assist Administration and Management with administrative, operational, and other tasks or assignments as requested or needed.
* Coordinate and follow up on meetings, appointments, commitments, errands, and administrative matters for Management.
* Serve as a liaison between Management, employees, clients, vendors, and external entities, handling matters requiring confidentiality with discretion.
* Organize and follow up on documents, correspondence, payments, administrative processes, and other matters delegated by Administration or Management.
* May occasionally perform personal errands or matters for Management that fall outside the regular responsibilities of the position, provided they have been previously authorized.
* Maintain strict confidentiality regarding personal, financial, administrative, operational, and strategic information to which the employee has access.
* Handle all Management-related information with discretion, sound judgment, respect, and a high degree of responsibility.

COMPETENCIES

* Excellent verbal and written communication skills.
* Excellent interpersonal and customer service skills.
* Proficiency in Microsoft Office, Adobe Acrobat Pro, and related software.
* Excellent organizational, follow-up, and multitasking skills.
* Ability to work independently with a high degree of attention to detail.
* Discretion and ability to handle confidential information.

REQUIRED EDUCATION AND EXPERIENCE

* Associate degree required; bachelor's degree in a related field preferred.
* Three (3) to five (5) years of experience in an administrative role or re