Administrative Specialist

Job Description

Job DescriptionFehr & Peers is a team of collaborative transportation and business professionals who are passionate about making a positive impact on neighboring communities. We are seeking an Administrative Specialist to join our Orange County Office. This role requires someone who is proactive, enthusiastic, and organized, to effectively assist clients and staff alike. The ideal candidate will be personable, attentive, invest in building relationships with staff across the company, and enjoy new opportunities to learn and grow. We provide a flexible, inclusive, and fun atmosphere. Our companywide focus on career development also ensures staff have ample opportunity for skills development, growth, and mentorship. Join us and grow your career! Responsibilities

• Serve as the first point of contact for clients by greeting and orienting visitors at our front desk, and answering and transferring incoming phone calls
• Assist office leadership with administrative needs, including food and office supply orders, coordination with building management, and more
• Maintain office Outlook calendar
• Coordinate with visitors from other offices, and help them reserve spare workspaces
• Coordinate meetings and office events as requested, including weekly lunches, meals for monthly training classes, food/supply orders from Costco, and meeting set-up/clean-up
• Organize the office space to be professional in appearance, keeping commonly used areas orderly and supplies ordered and stocked as needed
• Manage the kitchen, keeping it tidy and well-stocked with supplies, helping unload the dishwasher as needed
• Act as a liaison for corporate administrative staff, sharing relevant information with the local office
• Support and plan office social activities (quarterly birthday parties, in-house happy hours, retirement celebrations)
• Provide basic bookkeeping support, including documentation of credit card and petty cash purchases
• Organize and produce electronic and hard-copy versions of deliverables for projects and proposals
• Assist with the preparation of final proposal deliverables, including production and coordinating delivery services
• Work with project managers to package monthly electronic invoices and submit to clients
• Assist project managers and office leadership with project set ups, closing projects and tracking of project budgets.
• Compile and process expense reports for office leadership using SAP Concur as requested.
• Process accounts payable expenses, create check requests, and respond to accounts payable inquires as requested.
• Assist with oversight of accounts receivables and contact client representatives on outstanding invoices.
• Assemble project contracts using standard templates and ensure required forms and documents are processed
• Liaison between the client, sub-contractors, project managers, and accounting on invoice discrepancies and changes.
• Assist with different contracting stages, incorporating changes, submission for legal reviews, and signatures through Adobe Sign as requested
• Participate in a companywide administrative group focused on collaboration and enhancement of administrative services
• Coordinate with administrative staff from other offices, and take on some administrative duties from other offices in times of need

Qualifications (a college degree is not required for this position)

• 1-6 years of experience working in a professional business environment
• BS/BA in Business Administration, Management, Accounting or similar field or equivalent work experience
• Commitment to high-quality, reliable, and timely work performance
• Customer service mindset—proactive, solutions-oriented, with the ability to anticipate needs
• Excellent time management and organizational skills—able to manage multiple tasks and deadlines, while maintaining exceptional attention to detail and professionalism
• Eagerness for collaboration with a proven ability to work as part of a team, while building and maintaining strong internal and external relationships
• Problem solving attitude and proven ability to address issues proactively
• Ability to represent Fehr & Peers and communicate professionally with clients, teaming partners, and current/potential employees
• Intermediate experience in office computer software/systems, including Adobe Acrobat Professional and Microsoft Office (Teams and SharePoint desired)
• Data entry/typing speed of 80 wpm and competency with Excel (Tests for these will be administered) including adobe products
• Familiarity with both accounts receivable and accounts payable processes
• Familiarity with general bookkeeping and knowledge of general accounting principles
• Openness to periodically arrive early and leave late to assist with special events, typically once per quarter

Placement within the stated pay range will be determined based upon education, experience, and qualifications.Benefit Highlights: Medical, Dental, Vision, Life and Disability Insurance. 401(k) Plan with matching and profit sharing. Flexible Spending Accounts.Commuter Benefits. Paid Vacation, holidays and sick leave. 8 weeks of Paid Parental Leave. Mentoring and Career Development programs. Research and Development group participation, and more.
Full information about the benefits we offer can be found by visiting our careers page.
EEO: Fehr & Peers is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment in the workplace. We welcome applicants of diverse backgrounds, and hire without regard to race, color, creed, religion, sex, gender identity or expression, sexual orientation, marital or parental status, national origin, ancestry, citizenship, age, disability, genetic information, political affiliation, military service or any other characteristic protected by law.Nondiscrimination: Fehr & Peers ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act of 1964. If you need more information or special assistance for persons with disabilities or limited English proficiency, contact Human Resources.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.