Administrative Assistant

Rimkus; Englewood (CO); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

Employer-matching 401(k)

Bonus opportunities

Opportunities for advancement

Job summary

Rimkus in Englewood, CO is seeking a qualified Administrative Assistant to support the District Manager and department staff. You will prepare correspondence, manage matter files, handle client communications, and coordinate invoices and records.

The role requires strong writing, data entry, and proficiency with MS Office and SharePoint. This salaried non-exempt position follows a standard 8:00 a.m. to 5:00 p.m. schedule with opportunities for advancement.

Qualifications

• High school diploma with some college; associate degree preferred.
• 3+ years in an administrative role, with legal/construction industry a plus.
• Strong writing, editing, and proofreading abilities; excellent organization.

Responsibilities

• Prepare general correspondence and emails.
• Input matter assignments and track using company systems.
• Communicate with clients professionally and manage inquiries.
• Review invoices and submit to clients via email or portal.
• Maintain matter and office files; support evidence storage as needed.
• Coordinate meetings and assist with special projects.

Skills

Interpersonal skills

Professional tact

Confidential information handling

Communication with clients

MS Word

Excel

Outlook

PowerPoint

Teams

SharePoint

Education

High school diploma with some college

Associate degree or higher desired

Tools

MS Word

Excel

Outlook

PowerPoint

Teams

SharePoint

Job description

Join Rimkus and unlock your potential with endless opportunities for growth, learning, and making a difference! Rimkus ( www.rimkus.com) is a worldwide leader in Engineering and Technical Consulting. Rimkus experts specialize in building envelope, engineering, forensic consulting, dispute resolution, construction management services, and solutions built for the environment. NOW IS THE TIME to join this growing and stable company! We offer our full-time employees a competitive salary, bonus opportunities, and a full benefits package that includes medical, dental, vision, life, disability, employer-matching 401(k), and opportunities for advancement!

Overview

Supports the business group and/or specific operating department by performing clerical and administrative duties for office personnel. Prepares letters, emails, and spreadsheets. Maintains job files and business records, coordinates meetings and assists with special projects. Reviews other confidential client communications. Process and distribute incoming mail, greet visitors, answer phones, and route calls to office personnel. Provides specialized administrative support to the District Manager or department head. Works under general supervision in the performance of assigned tasks.

Essential Job Functions Matter Specific Administration

• Prepares general correspondence and emails.
• Receives incoming matter assignments, addresses all elements of matter sheet, and inputs assignment into company systems with accuracy.
• Communicates with clients on a professional level.
• Ensures timely review of invoices and submits to clients via email or client portal.
• Maintains matter-related and general office files per company directives (hard copies, electronic, archived, vendor files) and other files related to the company's business.
• Depending on office size, may oversee evidence storage, evidence records, and process legal subpoenas.

General Office Administration

• Schedules and organizes activities such as meetings, and other activities for all members of the department or business group.
• Processes matters and check requests, and third-party invoices.
• Answer phones and route calls to office personnel.
• Work in conjunction with other administrative staff in the office.
• May assist the District Manager and Business Development Manager with client collections.
• Adheres to directives as outlined in the Administrative Systems and Procedures Manual.
• Attends and participates in monthly region administrative conference calls.
• Performs other duties as assigned.

Required Education and Certifications

High school diploma with some college. Associate degree or higher desired. Minimum of 3 years' experience in an administrative capacity. Experience in legal, construction, insurance industries a plus.

Required Skills and Abilities

• Must have strong interpersonal skills, including professional tact and diplomacy.
• Must be able to handle sensitive and confidential information.
• Must be able to understand departmental operations and procedures.
• Must be able to interact and communicate with individuals at all levels of the organization.
• Must have working knowledge of a variety of computer software applications including word processing, spreadsheets, email, and presentation software (MSWord, Excel, Outlook, PowerPoint, and Teams), and other technical software and database (SharePoint, etc.) programs.
• Must possess good business writing, editing, and proofreading skills; work requires continual attention to detail, establishing priorities, and meeting deadlines.
• Must have the ability to read, analyze, and understand information and ideas presented in writing.
• Must be able to respond written or verbally to job-specific and general inquiries from management, peers, subordinates, clients, and external vendors.
• Must be able to produce and disseminate correspondence (i.e. emails, letters, etc.) as requested.

Physical Demands, Overtime, Language and Writing Skills, and Travel Requirements

• Physical Demands - Work is performed primarily in an office setting. Employee is frequently required to stand, walk, sit, climb, bend, balance, stoop, kneel, crouch, talk, and hear. Employee may lift and/or move up to 25 pounds. Clear vision and depth perception are also necessary.
• Overtime - This position is salaried with a non-exempt FLSA status. Regular working hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, with one hour for lunch. There will be periods where overtime will be required, which the employee will need to comply with in order to meet the demands of the position.
• Language and Writing Skills - Must have ability to read, analyze, and understand information and ideas presented in writing. Able to respond written or verbally to job-specific and general inquiries from management, peers, subordinates, clients, and external vendors. Must be able to produce and disseminate correspondence (i.e. emails, letters, etc.) as requested.
• Travel Requirements - Not expected for this position.

At Rimkus, we value