Administrative Assistant

Dashiell; Fitchburg (WI); On-site; USD 35,000 - 50,000; Full time

Benefits offered by this job

Life insurance

Dental and vision insurance

401(k) with immediate vesting

Job summary

A leading engineering firm in Fitchburg, WI is seeking an Administrative Assistant to provide clerical support and assist engineering and project management teams. The role requires a high school diploma, preferred degree in Business, and two years of administrative experience. Key responsibilities include preparing client documents, managing schedules, and general office duties. The position offers a competitive benefits package, including various insurance options and a 401(k).

Qualifications

• Two or more years of administrative support experience required.
• One or more years of accounting support experience required.
• Experience in an engineering or construction firm preferred.

Responsibilities

• Provide clerical support to engineering, project management, and field service teams.
• Prepare transmittal packages for clients.
• Coordinate scheduling and setup of in-house training seminars.

Skills

Microsoft Office Suite proficiency

Attention to detail

Problem-solving skills

Communication skills

Time management

Teamwork ability

Flexibility for overtime

Education

High school diploma or equivalent

Associate's or Bachelor's degree in Business

Job description

Primary Function

The Administrative Assistant will provide clerical support with minimal supervision as well as support service to the Dashiell engineering, projectmanagement and field service teams.

Duties & Responsibilities

• Prepare transmittal package to be distributed to clients which includes: typing transmittal letters, managing drawing lists, following up with reminders.
• Scanning and filing checklists and drawings.
• Use of the document management system that records the receipt of and submission of Dashiell drawings, vendor drawings and subcontractor drawings
• Track all vendor drawings and monitor status updates
• Track comments received and initiate reminders from internal engineers and external clients
• Responsible for monthly departmental credit card logs/expense reports; distribute to teams, compile and check validity of information submitted, collect backup documents
• Prepare and review invoices for data entry
• Coordinate the scheduling and set up of in-house training seminars and meetings, including lunch arrangements for large groups and holiday events
• Coordinate new hire on boarding tasks
• Ability to wear multiple hats supporting allDashielldepartments
• Make travel arrangements as required and update travel calendar
• Perform engineering support tasks and general office duties such as answering the phone, accepting packages, sorting/distributing mail and ordering supplies
• Ability to lift 10lbs on a regular basis and up to 25lbs when necessary
• Ability to stand for long periods of time
• Other duties as required

Minimum Qualifications / Experience

High school diploma or equivalent is required. Associates or Bachelor’s degree in Business or equivalent field is preferred. Two or more years of administrative support experience and one or more years accounting support is required. Experience in an engineering or construction firm is preferred.

Skills

• Demonstrated proficiency with Microsoft Office Suite (Outlook, Word, Excel)
• Demonstrated attention to detail to accurately complete tasks
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Proven communication skills, both oral and written, to convey thoughts, ideas, and facts to a diverse group of individuals including administrators, technicians, sales, and senior management
• Ability to prioritize and work in a fast-paced environment to meet all deadlines
• Ability to work effectively in a team-based environment
• Flexibility for occasional overtime
• Take personal responsibility for the quality and accuracy of his/her work

Physical Requirements

• This position requires minimal physical effort.
• Must be able to endure prolonged periods sitting at a desk and working on a computer for a minimum of 8 hours a day
• While performing the duties of this job, the employee will primarily work indoors, with occasional outdoor exposure to year around weather conditions and noise.
• Working extended hours, including weekends, may be required periodically.
• May occasionally lift up to 25 pounds at a time.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions as defined per Company policy.

Equal Employment Opportunity

Dashiell is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law.

Dashiell Corporation provides a competitive compensation and benefits package. The Company provides life insurance, accidental death & dismemberment insurance, long term disability insurance, and an employee assistance plan at no cost to the employee. Benefit offerings also include a choice of traditional PPO or one of two HDHPs, with corresponding FSA or HSA, dental, vision, supplemental life insurance, short-term disability insurance, critical illness insurance, group accident insurance, hospital indemnity insurance, and a 401(k) with immediate vesting, and more!

Must be at least 18 years of age and legally authorized to work in the United States on a permanent basis without visa sponsorship.