Administrative Specialist 1

GAI Consultants Inc; Homestead (Allegheny County); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

401(k) with company match

Paid time off and holidays

Job summary

GAI Consultants, Inc. is seeking an Administrative Specialist 1 to assist engineers in developing project deliverables for clients. The role requires strong Excel, Word, and Acrobat skills and experience with large documents.

You will coordinate with staff across four offices and support QA/QC processes while maintaining project records and branding standards. Ideal candidates will have 3+ years of experience, an associate degree or higher, and a valid driver's license.

Qualifications

• Strong Microsoft Excel, Word, and Adobe Acrobat skills.
• Experience with large (100+ pages) documents.
• 3+ years of experience in a similar role.
• Notary Public preferred (optional).
• Driver’s License required

Responsibilities

• Support the Power Delivery Engineering Business Sector on projects, coordinating with staff across offices.
• Update client and internal tracking spreadsheets.
• Perform detailed QA/QC checks of project deliverables.
• Assist in preparation of project-related documents to comply with branding standards.
• Maintain project forms and documents; answer questions about administrative practices.
• Plan and coordinate details of projects; assist with scopes, schedules, and plans; mentor junior staff.
• Attend meetings and prepare meeting minutes; provide guidance to junior staff.

Skills

Microsoft Excel

Microsoft Word

Adobe Acrobat

Education

Associate degree (or higher) preferred

Job description

GAI Consultants, Inc. is looking for an Administrative Specialist 1 whose primary responsibility will be assisting engineers in the development of project deliverables for clients. The successful candidate must have strong Microsoft Excel, Microsoft Word, and Adobe Acrobat skills, and experience with large (100+ pages) documents.

Bring your talent to a range of stimulating projects alongside supportive and accomplished teammates—advance your career, fulfill your professional aspirations while working with a dynamic leadership team, and express your entrepreneurial spirit as an essential contributor to an established and growing company.

Sound like a fit? We’d love the opportunity to get to know you!

Essential Duties and Responsibilities:

• Will primarily support the Power Delivery Engineering Business Sector on projects including preparation and detailed review of deliverables. Work will involve coordinating with staff in four other offices and prioritizing work based on client schedules and needs.
• Will be responsible for updating client and internal tracking spreadsheets.
• Will be responsible for performing detailed QA/QC checks of project deliverables.
• Assists in the preparation of project-related documents to comply with client and/or GAI Branding standards; assist with project processes/procedures for QA/QC requirements. Performs special projects and other tasks, as assigned.
• Strong Adobe Acrobat and Microsoft Office Suite skills, including Microsoft Word and Excel, are required.

General Characteristics

• Begins to apply broad knowledge of principles and practices in a specific practice area.
• Begins to independently evaluate, select, and adapt standard techniques, procedures, and criteria.
• Beings to acquire general knowledge of principles and practices of related fields, and ability to function on multidisciplinary teams.
• Begins to apply teamwork skills to effectively plan, execute, and manage scopes, schedules, and budgets to meet project stakeholder needs

Minimum Years of Experience

• 3+ Years of Experience

Education

• Associate degree (or higher) from accredited college or university preferred.
• Combination of experience, related coursework and/or education is optimal.

Certification/Licensure

• Notary Public preferred.
• Driver’s License

Technical Responsibilities

• Assists in the creation and maintenance of project related forms or documents.
• Answers questions about administrative best practices and procedures.

Project and Task Management

• Occasionally plans and coordinates detailed aspects of projects.
• Assists with preparation of project scopes, schedules and plans for assigned projects.
• Occasionally assigns tasks to other administrative staff.
• Mentor other administrative staff.

Management Responsibility

• Receives general direction on key objectives. Receives guidance on unconventional/complex problems, direction on modified techniques, and new approaches on assignments with conflicting criteria.
• Attends project meetings and assists with meeting minutes.
• Mentors junior staff by providing guidance, explaining responsibilities and reviewing work products.

Communication Skills

• Possess effective oral and written communication skills; interacts with other staff; interacts with all GAI staff, outside vendors and clients.
• Communicates effectively to both technical and nontechnical audiences.

Why GAI?

GAI offers an exceptional place to do meaningful work, grow your career, and make a real impact in communities nationwide. You’ll join a collaborative, multidisciplinary firm bringing together engineering, planning, and environmental expertise to deliver projects across transportation, infrastructure, power, and energy markets. Working alongside accomplished colleagues, you’ll help move projects from vision through construction, creating solutions that keep people moving, power essential systems, and support responsible development.

At GAI, you’ll work in a team-driven environment grounded in integrity, respect, and shared success, with the flexibility, resources, and career support that reflect a real and lasting commitment to our people. That commitment includes comprehensive benefits, wellness programs, and employee discounts. With opportunities across the U.S., GAI offers the collaboration and client focus of regional teams, supported by the stability, resources, and career-development opportunities of an established and growing firm.

Benefits To Working at GAI Include:

Competitive Pay & Recognition

• Performancedriven recognition and development bonuses
• Medical, dental, and vision plans
• Company-paid short-term and long-term disability
• Company-paid life insurance
• Employee Assistance Program and wellness resources
• Generous paid time off + 7 paid holidays
• Anadditionalfloating holiday—use it for what matters to you
• Paid maternity, paternity, and adoption leave
• 401(k) with company match
• Support and rewards for professional development and certifications

#GAI

#gaiatwork

#gaiconsultants

#lifeatgai

Qualifications

Education

Required

High School or better.

Licenses & Certifications

Required

Driver's License

Preferred

Notary Public

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.