Schnabel is an employee-owned, professional consulting firm that focuses on solving problems related to the earth and environment through specialization in geotechnical, geostructural, tunnel, and dam engineering. Schnabel’s high standards for quality, business ethics, and concern for the communities they live in and support, are a vital part of who they are and what they offer. Founded in 1956, Schnabel has experienced tremendous success and growth through its dedication to excellence in client service, high quality, and value-added solutions. Schnabel is an ENR Top 500 Design Firm and Top 10 Dams and Reservoirs Design Firm with 400 employees in 22 offices throughout the United States and headquartered in Richmond, Virginia.
Recognized by CE News as one of the Best Engineering Firms to Work for, Schnabel provides employees with a competitive benefits package, including health, dental, life and disability. Engagement in Schnabel’s wellness program offers incentives for employees to pursue a healthy lifestyle, and the firm rewards employees through its Employee Stock Ownership Plan.
Job Description:
Schnabel Engineering is seeking an Administrative Assistant. Responsibilities include: supporting a team of engineering professionals with data entry, formatting, telephone/client communication, and general office management activities. This role reports to the Regional Office Manager, but will also receive assignments from other offices or individuals and must have a willingness to do what is needed to support the team.
Responsibilities:
General administrative duties include
Assist technical staff with development of project documents, report production, proofreading, and delivery in accordance with standard templates and procedures using Outlook, Microsoft software, Adobe
Performs data entry tasks as requested, including entering boring log and lab data using gINT (Geotechnical and Geo-environmental Data Management and Reporting Software)
Make Domestic and International travel arrangements (reserve flights, hotels, and vehicles for office staff)
Coordinate Passport and Visa processing for International travel
Register and schedule office staff for in-house and external meetings and training courses
Facility maintenance (order and maintain office supplies, request repair service on copiers and office buildings, manage keycards for the DC and Rockville offices)
Manage mail and package shipment/delivery (US Mail, FedEx, courier, etc)
Maintain files per company policy
Answer and direct phone calls
Finance
Review time sheets and expense sheets weekly
Manage in-house accounting operations (approve and code invoices, maintain records of office purchases, branch credit card, and checking account)
Review weekly Project Detail report
Assist with negotiating vendor contracts (copiers, etc) and office supply budget
Process Certificate of Insurance requests (General and Professional)
Business Development/Marketing
Order business cards
Keeps track and updates staff professional licenses
Searches local, public, and private lead tracking websites for RFP/RFQ’s and passes the information to selected staff.
Human Resources
Help Human Resource department as needed; verify employees I9, new hire orientation (works with IT to get new computers, software, etc)
Schedules Safety Training
EDUCATION AND EXPERIENCE
Associates or Bachelor’s degree in Business Administration preferred, or high school diploma and equivalent years of experience
Proficiency in Microsoft Office software (Word, Outlook, Excel, PowerPoint) and Adobe Professional
Strong proofreading skills and knowledge of English grammar
Strong interpersonal and communication skills
Other Requirements:
Ability to pass a background check which may include criminal history, motor vehicle record and credit check
Ability to pass a pre-employment and random ongoing drug screening
