Job Details

SME is looking for a full time Administrative Assistant (AA) in our Plymouth, Michigan location. AA will be responsible for supporting a team of individuals assigned to a specific Group or Office. An AA is responsible for assisting the operations at the team, office, and company levels, and for assisting with a wide variety of project-related, business development, and client development tasks.

Administrative Assistant will have at least seven years of experience in a supporting role, as well as experience in all aspects of the most up to date version of MS Office suite. Knowledge of Bluebeam preferred.

Responsibilities include:

• Input of proposals and projects and run weekly reports. Send feedback requests to clients. Prepare change orders, subcontractor agreements and subconsultant agreements. Proposal assistance and follow-up. Contract inventory and management. Document retention and project close-out. Proofing and formatting deliverables in accordance with SME Administrative Standards.
• Assist Project Managers with tasks including billing and account receivables. Credit card reconciliation for team or office. Preliminary invoice assistance with invoicing inventory and coordination. Accounts receivable invoice inquiry report emails to clients. Weekly timesheet review, assistance, and coordination.
• Answering phones, greet guests, sign them in and clear them for access. Travel planning and coordination. Meeting set-up and clean-up including food orders and help with conferencing equipment. Ordering general office supplies and equipment. Note taking, meeting minutes and follow-up on action items. Purging and scanning archive report files and trip tickets (physical files as well as electronic files). Sorting and distributing incoming mail and preparing outgoing mail and packages including sending equipment for repair and calibration. Outlook calendars including setting up meeting invites, reserving conference rooms, and updating conference room calendars.
• Actively promote a safety culture and track team member attendance at safety meetings; work with local safety coordinators to verify the availability of appropriate safety equipment and supplies, adherence to corporate safe work policies and practices, safe condition of facilities, and safe operation of SME vehicles. SME Safety Plan preparation and inventory for projects. Attend monthly safety meetings.
• Support Human Resources team by assisting with scheduling interviews for candidates.
• Assist in new hire resume preparation and annual resume updates. Professional license administration/coordination per state including registering for classes and tracking and maintaining current certificates on file. Complete vendor questionnaire forms. Act as liaison between technical staff and marketing team to assist with requests for qualification packages and PowerPoint presentations.
• Order supplies for copy machines and printers. Maintain emergency kits with spare technology equipment. Act as a liaison between technical staff and IT team to troubleshoot issues. Point person for video conferencing equipment
• Assist Team Members in a wide variety of tasks.