Administrative Assistant

Advanced Engineering and Environmental Services, Inc.; Maple Grove (MN); On-site; USD 44,000 - 54,000; Full time

Benefits offered by this job

Employee ownership

Growth opportunities

Fun, collaborative culture

Job summary

Advanced Engineering and Environmental Services, Inc. (AE2S) is seeking an in-office Administrative Assistant in Maple Grove, MN to support professional staff and manage clerical tasks. This role focuses on efficiency, organization, and reliable communication across project teams.

Candidates should have 2+ years in an office setting, proficiency with MS Office, and a valid driver’s license. Deltek Vantagepoint experience is a plus.

Qualifications

• 2+ years of experience in an office environment.
• Excellent communication and organization skills.
• Proficiency with Microsoft Office software.
• Valid driver’s license.
• Able to complete pre-employment onboarding including background checks and drug screen where required.

Responsibilities

• Assist in running a busy office and support staff with tasks.
• Provide general administrative assistance including phones, greeting guests, data entry, and minutes.
• Distribute mail and manage deliveries to post offices as needed.
• Coordinate calendars, meeting rooms, and prepare materials.
• Maintain client and project filing systems.
• Enter/update information in Deltek Vantagepoint.
• Assist with proofreading and assembling project documents.
• Plan and host office events and celebrations.
• Schedule fleet vehicle usage and maintenance.
• Maintain monthly usage logs for office costs.
• Prepare for new employees and office setup.
• Order office supplies and equipment.
• Other tasks specific to office operations.

Skills

Communication

Organization

MS Office

Driver's license

Pre-employment checks

Education

Associate degree in administrative assistant/business

Tools

Deltek Vantagepoint

Job description

Advanced Engineering and Environmental Services (AE2S)is an award-winning, specialized civil/environmental engineering consulting firm that provides professional services and a unique brand of extremeclient service. Our work environment is consistently recognized both locally and nationally for our great culture and values, proven recognition programs, and social atmosphere.

• Great Culture and Spirit where Creativity is Fostered
• Significant Opportunities to Grow and Advance
• 100-percent Employee Owned
• Core Values which Speak to the Heart of AE2S and its Employees
• Large, Diverse, and Challenging Projects with the Latest Technology
• Family-Friendly with Flexibility and Work-Life Balance
• This position will be in office
• Anticipated Starting Salary:$44,100-$53,900per year DOE (Compensation is subject to variation due to factors such as education, experience, skillset, etc.) Position will remain posted until filled.

Provide overall administrative and clerical duties. This position will be the point of contact to assist AE2S staff with general and engineering administrative tasks as assigned.

Responsibilities

• Assist in all aspects of running a busy office and provide support to professional and technical staff with tasks as assigned
• Provide general administrative assistance, including answering phones, greeting guests, copying, scanning, typing, taking meeting minutes, data entry, research, running errands, general office maintenance, etc.
• Distribute incoming mail to staff and prepare outgoing mail. Deliver mail to the post office, UPS or Fedex as needed
• Maintain office calendars and coordinate meeting room scheduling and set up, including preparing meeting materials, providing food and beverages, assisting with IT needs, etc.
• Maintain filing systems for client and project-related correspondence, contracts, reports, plans/specifications, reference information, dead-filing and archived projects, etc.
• Enter and update information in Deltek Vantagepoint software, including but not limited to client and contact databases and employee records
• Assist with proof reading, collation, and assembly of project related documents, including shop drawings, project manuals, cost estimates, reports, and correspondences
• Plan and host office events, including Monthly Celebration Events, annual holiday celebration, annual summer picnic, and other special events
• Schedule and coordinate fleet vehicle usage and maintenance requests as needed
• Maintain and forward monthly usage logs to accounting for vehicles, copiers, postage, petty cash, equipment, etc.
• Prepare for new employees, including office set up and orientation
• Order office supplies and equipment
• Other tasks as assigned specific to office

Qualifications

Basic

• 2+ years previous work experience in an office environment
• Excellent communication and organization skills
• Computer literacy with proficiency with Microsoft Office software
• Valid driver’s license
• All applicants must be able to complete pre-employment onboarding requirements (if selected) which may include any/all the following: criminal/civil background check, drug screen, and motor vehicle records search, in compliance with any applicable laws and regulations.

Preferred

• Previous experience in construction, engineering or architectural firm
• Associatedegree specializing in administrative assistant, business, or related field
• Technical writing and editing ability
• Knowledge of Deltek Vantagepoint

Physical

• Primary functions require physical ability and sufficient mobility to work in an office setting
• Ability to stand or sit for prolonged periods of time
• Occasionally stoop, bend, kneel, crouch, reach, and twist
• Occasionally lift, carry, push, and pull light to moderate amounts of weightOperate office equipment requiring repetitive hand movement
• Fine coordination including the use of a computer keyboard
• May require lifting and carrying up to 20 pounds, with rare lifting of up to 50 pounds
• May require occasional evenings and weekends with overtime expectations varying with workload
• May be required to travel to off-site locations including occasional overnight stays out of town

AE2S is an Equal Opportunity / Aff…?

Location

Maple Grove, MN - Maple Grove, MN 55369 US (Primary)