Administrative Assistant

Job Description

Job Description

At Three Notch Group, we are a leading civil engineering firm with over 75 years of experience, dedicated to delivering a wide range of services, including Field and Lab Services, UST, Environmental, Utility, Transportation, Geotechnical & Construction Engineering, and Civil/Site Development. We foster a collaborative environment where driven team members can build lasting friendships, support one another, and guide our clients in shaping their futures. With offices across the Southeast, including seven in Alabama, two in North Carolina, one in Florida, and one in Tennessee, we offer an exceptional opportunity for personal and professional growth. If you’re ready to make a difference and advance your career, join us at Three Notch Group and be part of a team that truly values your contributions!

Position Summary

The mission of the Administrative Assistant I is to provide administrative support to mid-level managers, upper managers, project managers, and others as assigned.

The essential functions of the Administrative Assistant are:

Client Perspective:

This perspective focuses on the individual's relationships with clients. It includes metrics such as client satisfaction with your services, personal satisfaction with your relationships, and retention rates of your relationships. Aligning with our core values of RELATIONSHIPS and ADVOCACY to guide and protect our clients.

1. Represent the company in a professional manner and present a positive image when working with clients, contractors, and the public.
2. Provide general support and guidance to visitors as needed.
3. Notify the team of any changes that need to be made to the Client Record to keep client, contact, and vendor information current in applicable system software. The Client Record includes information such as Contact profiles, Address, organizational function, and other relevant information.

Internal Business Process Perspective:

This perspective focuses on the internal business processes that drive the practice or department performance. It includes items such as technical expertise, teamwork, engagement, and impact on group culture. Aligning with our core values of UNITY, ACCOUNTABILITY and RESPONSIBILITY to count on each other by building a network of friendships.

1. Open, sort, and distribute incoming mail and prepare outgoing correspondence utilizing U.S. Mail, FedEx, and UPS upon request.
2. Work with all levels of management to prioritize and organize work assignments, resolve problems, and follow through with assigned tasks.
3. Able to handle multiple tasks efficiently.
4. Organize office procedures such as information filing, retrieval systems, and supplies inventory.
5. Order all office supplies including beverages, copying, project and employee supplies as instructed by the Branch Manager.
6. Generation of standard email and letter correspondence, filing, and other record keeping.
7. Assume responsibility for new site projects upon the request/instruction of the Project Manager or Practice Leader.
8. Assist in updating client and project files within software databases as required.
9. Work in a fast-paced environment and be a team player.
10. Adhere to Information security and other IT policies.
11. Utilize communication platforms including but not limited to Outlook, Teams, OneDrive/SharePoint, and phone system.
12. Follow policies and procedures set forth in the Employee Handbook.
13. Perform other duties as assigned.

Financial Perspective:

This perspective focuses on the individual's impact on financial goals and objectives. It includes metrics such as utilization, margin, and expenses. Aligning with our core values of GROWTH and ACCOUNTABILITY as we work together and count on each other.

1. Successfully achieve the financial goals set forth for your position (quality work within project budgets, direct labor hours, etc.).
2. Efficiently manage time towards completion of assignments within schedule and budget.
3. Administer and electronically file client contracts, correspondence, project manuals, etc. as requested.
4. Coordinate the production of specifications and control documents to standardize non-technical content, bidding procedures, and contract administration.
5. Assist with reviewing and coding project-related AP invoices and entering cost units.
6. Utilize applicable system software to complete your personal (and other branch employees) timesheets, expense reports, and other job specific tasks according to the schedule established by the Corporate Accounting Department.

Learning and Growth Perspective:

This perspective focuses on their personal development and growth. It includes metrics such as skills development, knowledge acquisition, and personal growth. Aligning with our core value of UNITY, RELATIONSHIPS, and GROWTH to grow ourselves and our company.

1. Successfully achieve metrics defined by your supervisor for skills development, knowledge acquisition, and personal growth (i.e., new software, conferences, certifications, licensure, etc.).
2. Update your talent profile and resume on a periodic basis as determined by the Corporate Marketing Department to include new skills and experience developed.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High School Diploma/GED with 0-4 years of experience.
• Valid driver’s license.

Skills:

• Email; Basic computer skills.
• Microsoft Office Suite.
• Adobe Acrobat.
• Communication skills, orally and written.
• Critical thinking skills.
• Organizational skills.
• Working knowledge of fax machines, copier and scanner.
• Operation of office phones.
• Operation of postage mail machine.
• Detail oriented.

Physical Requirements:

• Seeing, hearing, talking, standing, stooping, kneeling, bending, walking, reading, and writing.
• Reaching with hands and arms.
• Ability to lift and/or move up to 10-20 pounds occasionally.

Environment:

• Predominantly office environment.
• Noise level in the office work environment is usually low to moderate.

Benefits

• Competitive pay based on experience
• Opportunities for advancement
• Health, dental, and vision insurance
• Paid time off and holidays
• 401(k) with company match

Three Notch Group. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by applicable law.