Administrative Assistant

AE2S (Advanced Engineering and Environmental Services, LLC); Maple Grove (MN); On-site; USD 44,000 - 54,000; Full time

Job summary

AE2S in Maple Grove, MN is seeking an Administrative Assistant to provide clerical support to staff and manage day-to-day office tasks. This in-office role requires strong communication, organization, and familiarity with office procedures.

Responsibilities include answering phones, greeting visitors, coordinating calendars, data entry in Deltek Vantagepoint, document preparation, and supporting project teams.

Qualifications

• 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.
• Pre-employment onboarding requirements including background check, drug screen, and motor vehicle records search.

Responsibilities

• Assist in running a busy office and support professional staff with tasks.
• Answer phones, greet guests, copy, scan, type, take minutes, data entry, research, errands, and general office maintenance.
• Sort and distribute mail; deliver to post office or carriers as needed.
• Maintain calendars and coordinate meeting rooms; provide meeting materials and refreshments.
• Maintain client/project filing systems; update databases and employee records.
• Proofread and assemble project documents, drawings, manuals, and cost estimates.
• Plan and host office events (monthly celebrations, holidays, summer picnic).
• Coordinate fleet vehicle usage and maintenance; track monthly usage logs.

Skills

Communication

Organization

MS Office

Driver's license

Education

Associate degree in admin/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 extreme client 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-$53,900 per year DOE (Compensation is subject to variation due to factors such as education, experience, skillset, etc.) Position will remain posted until filled.

Administrative Assistant - Maple Grove, MN

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

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
• Associate degree 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 weight
• Operate 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…