Administrative Assistant

Wunderlich-Malec Engineering, Inc.; Columbia, Northern (MD, KY); Hybrid; USD 33,000 - 39,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Life Insurance

AD&D

Long Term Disability

Short Term Disability

HSA/FSA

PTO

Holidays

Tuition Reimbursement

401(k)/Profit Sharing

ESOP

Job summary

Wunderlich-Malec Engineering, Inc. is seeking an Administrative Assistant for the Columbia, MD office. This full-time, office-based role may include occasional work-from-home depending on BU needs. The position supports engineering staff and managers with clerical tasks, proposals, scheduling, filing, and reporting.

Responsibilities include timesheet review, expense reporting, Salesforce project setup, and coordination with vendors. Strong computer skills and attention to detail are required.

Qualifications

• Two years of administrative experience required.
• Excellent written and oral communication skills.
• Must work independently and accurately with strong customer service.

Responsibilities

• Provide overall administrative support to BU staff.
• Greet visitors and manage reception duties when needed.
• Coordinate shipping/receiving and manage project storage locations.
• Process staff timesheets and expense reports for accounting.
• Assist with budgets, project management tasks, and procurement as time allows.
• Prepare reports and documents for managers and project engineers.

Skills

Customer service

Microsoft Word

Excel

Visio

Access

Communication

Organizational skills

Independent work

Education

High School Diploma

Associate's Degree in management or business

Tools

Salesforce

ISNetworld

Avetta

Job description

Our Administrative Assistant would be responsible for office administrative functions for a Business Unit (BU) office staff of 25 engineers. This is a full-time office-based role in Columbia, MD. Occasional work-from-home with a suitable broadband connection may be possible depending on BU needs.

Duties include correspondence, reviewing staff timesheets and expense reports, assisting with preparation of marketing proposals/bids, scheduling appointments, organizing and maintaining paper and electronic files, and preparing reports/documents for Business Managers, Sales Managers, and Project Engineers. Responsibilities could be expanded to assist with Project Management, Procurement, and other commercial/project functions as time and workload permit.

Major Responsibilities

• Overall administrative support to the BU commercial and engineering staff (i.e., phone lists, letters, proposals, specifications, office supplies, etc.).
• Staff the lobby as receptionist for visitors and incoming phone calls. However, the BU location is an engineering office and receives infrequent visitors (primarily daily FedEx or UPS deliveries).
• Basic management of shipping/receiving with commercial carriers. Receive, document, and store incoming parts and equipment in allocated project storage locations. Reconcile monthly carrier invoices by project.
• Weekly review of staff timesheets and bi-monthly review of staff expense reports for accuracy and submittal to Accounting. Communicate with and guide staff on necessary corrections. Perform the same for remote, external BUs depending on time available.
• Setup new projects within Salesforce and work with Accounting on budget allocations and related project management tasks (shared/backup responsibility with Project Manager).
• Coordinate logistics for seminars, meetings, and luncheons at the office.
• Work with vendors on office needs and maintaining adequate supplies as required: office, break room, maintenance, and shop supplies; safety equipment; leased printer consumables; etc.
• Order Company promotional items (i.e. shirts, company brochures, hats, etc.) including staff business cards.
• Update existing Forms and Policy documents as directed.
• Coordinate office facility maintenance with building owner and/or contractors.
• Administrative support for other remote locations as requested.
• Maintain safety, insurance, quality, and regulatory information required by hiring clients with Contractor Management Companies such as ISNetworld and Avetta (shared/backup responsibility with Project Manager).
• Complete project pre-qualification documents as directed.

EducationHigh School Diploma or equivalent. An Associate’s Degree in management or business related fields is a plus.

Experience

• A minimum of two years of administrative experience required.
• Project management experience a plus, though not required.
• Must be able to work independently and accurately, and have excellent customer service and computer skills (i.e. Microsoft Word, Excel, Visio and Access, email and IM).
• Excellent written and oral communication skills.
• Excellent organizational skills and attention to detail.

Physical Demands of PositionAbility to see, hear, listen, with good dexterity in hands for clerical duties. Ability to lift 40 lbs.

Working EnvironmentStandard office environment: frequent use of personal computer, scanner, copy machines, and other office equipment. BU location includes a small manufacturing area, but it is not the primary work location for this role.

*Job Descriptions are not exhaustive lists of all skills, responsibilities, or efforts associated with a job. They reflect principal job elements essential for performing the job and evaluating performance.

Wunderlich-Malec is proud to offer a comprehensive employee-owner benefit package. Full-time employees may be eligible for the following benefits:Medical Dental Vision Basic and Supplemental Life and AD&D Long Term Disability Voluntary Short Term Disability Healthcare & Dependent Care Flexible Spending Accounts Health Savings Account Paid Time Off (PTO) Paid Holidays Tuition Reimbursement Referral Bonus Program 401(k)/Profit Sharing 100% ESOP (Employee Stock Ownership Plan) Employee Assistance Program Will Preparation Resources Worldwide Travel Assistance

The expected pay range is $24.00 to $28.00 per hour depending on qualifications plus a discretionary bonus and employee stock program.

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Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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