Receptionist/Clerical Assistant

Hargrove and Associates, Inc; Baton Rouge (LA); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Paid holidays

Personal paid time off

Medical

Dental

Vision

Life

Disability insurance

401(k)

Job summary

Hargrove and Associates, Inc in Baton Rouge, LA seeks an organized administrative professional to support project administration from proposal through closeout. You will assist leaders and project managers, manage documents and client contacts in Deltek Vision and Outlook, and help prepare proposals and presentations.

The role emphasizes attention to detail, strong proofreading, and the ability to multitask in a fast-paced environment while maintaining confidentiality and professional standards.

Qualifications

• High School Diploma or equivalent required; advanced coursework preferred.
• Up to 6 years of administrative support experience, preferably in an industrial engineering environment.
• Proficient with Microsoft Word, Excel, PowerPoint and Outlook; knowledge of Deltek Vision and Newforma.

Responsibilities

• Assist in project administration including planning, tracking and documentation from proposal to closeout.
• Support department leadership and project managers of the assigned discipline.
• Prepare project organizational charts, correspondence, transmittals, mailings and labels.
• Maintain client contact information in Deltek Vision and Outlook.
• Assist in creating proposals and technical documents; proofread materials.
• Schedule meetings, distribute notes, and prepare client/project presentations.
• Provide general project support including scanning, copying, faxing and filing; maintain meeting spaces.

Skills

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Deltek Vision

Newforma

Attention to detail

Proofreading

Communication skills

Multitasking

Confidentiality

Team collaboration

Education

High School Diploma

Advanced coursework

Tools

Deltek Vision

Newforma

Job description

What You'll Be Doing Job Scope:

Generally responsible for project administration including overall planning, tracking and documentation of one or several projects from the project proposal phase to the project closeout phase. Projects are typically outlined with specific guidelines and procedures. This position is also responsible for overall department support, including but not limited to the leader and project managers for the specific discipline assigned to. This work will be performed under general supervision.

Primary responsibilities will include but are not limited to:

• Assisting in Deltek Vision Resource Planning and producing reports.
• Preparation of project organizational charts.
• Preparation of project correspondence and transmittals.
• Preparation of project mailings and labels.
• Entering and maintaining current client contact information in both Deltek Vision and Microsoft Outlook.
• Utilizing technical writing skills to assist in creating and preparing proposals and other technical documents, as well as proofing of technical documents.
• Scheduling project and client meetings and arrangements.
• Preparation and distribution of project meeting notes.
• Preparation of client and project presentations.
• Execution of special projects.
• Providing scanning, copying, faxing, and filing services for project related information.
• Maintaining professional appearance of meeting spaces.

Ideal Background Education:

High School Diploma or equivalent is required. Advanced coursework is highly preferred.

Certification:

No certification is required for this position.

Experience:

This position requires up to 6 years of experience in providing administrative support, preferably in an industrial engineering environment.

Required Knowledge, Skills, and Abilities:

• Knowledge and application of company standards.
• Knowledge and application of office administration procedures.
• Proficient in the use of Microsoft Word, Excel, PowerPoint and Outlook.
• Proficient in the use of Newforma, Deltek Vision and other software as needed.
• Extreme attention to detail.
• Excellent proofreading and grammar.
• Ability to communicate effectively, both verbal and written.
• Ability to maintain confidentiality in all areas.
• Ability to work in a fast paced environment with extreme multi-tasking.
• Ability to prioritize effectively.
• Ability to accurately develop reports.
• Ability to maintain effective working relationships with teammates, clients, and vendors.
• Ability to listen and ascertain the needs of leaders, teammates and clients, and proactively approach these needs to meet critical timelines.
• Ability to find and communicate accurate information.
• Ability to work flexible hours as needed.

Physical Requirements:

Ability to sit, stand or walk for long periods of time.

Hargrove Culture

We work to create an environment founded on trust, personal integrity, and a “team mentality” so that each person understands the value of their contributions both on a project and company-wide level. We know that each person on our team contributes to the success of our company by pairing expertise and passion to meet and exceed the needs of the clients we serve across the globe. Our safety culture protects and promotes the well-being of every person who works with us and every person touched by our work.

As a 100% Teammate owned company, we proudly offer a comprehensive benefits package including,

• paid holidays
• personal paid time off
• medical
• dental
• vision
• life
• disability insurance
• 401(k)
• other benefits to eligible Teammates

Equal Opportunity Employment Statement Hargrove is an Equal Opportunity/Affirmative Action employer.

We do not discriminate based upon race, color, national origin, religion, age, sex (including gender, sexual orientation, pregnancy, sexual identity, marital or family status), disability, military service or obligations, veteran status, or any other characteristic protected by law.

Hargrove is a drug-free workplace.

The selected candidate must be authorized to work in the United States.

Hargrove is passionate about serving our clients within our industry and the local economy, and we recognize that our impact goes beyond building great projects.

Our extraordinary teammates serve the community with their time, talent, and generosity.

The Hargrove team is a family whose volunteerism makes a huge impact on our communities, and The Hargrove Foundation is the vehicle for making a true difference in the lives of others.

We work to create an environment founded on trust, personal integrity, and a “team mentality” so that each person understands the value of their contributions both on a project and company-wide level.

Hargrove has consistently been ranked one of the “Best Firms to Work For” by organizations such as ZweigWhite and Business Alabama.

We pair expertise and passion to meet and exceed the needs of the clients we serve across the globe.

Our teammates strive to expand their knowledge and contribute to the success of the organization.

Stay informed about new opportunities that are relevant to your profile.