Primary Responsibilities:
- Provides high-level administrative support to local leadership by managing their calendars, handling communication (e.g.: incoming phone calls), arranging travel, organizing documents, prioritizing tasks, and coordinating meetings.
- Assist with clerical duties: draft & proofread documentation, creating & editing proposal documents, run & format reports, etc., schedule UPS pickups
- Interact with clients.
- Additional tasks may be assigned, as needed.
- Schedule meetings, conference rooms, and appointments as needed. Coordinate office lunches for clients, staff events, , lunch and learns, Teams calls and catering arrangements
- Order, stock, and maintain office supplies, kitchen and restroom items, and general office inventory
- Support onboarding logistics for new employees (workspace setup, supplies, welcome materials)
Basic Requirements:
- High School Diploma (or Equivalent).
- 8+ years of professional experience working with clerical and/or administrative-oriented responsibilities.
Preferred Qualifications:
- Associate’s degree is a plus!
- Proven expertise with office administration tasks: scheduling appointments / meetings / conferences (when needed); managing conflicts (which includes ensuring timely reminders); answering phone calls; taking detailed messages; screening emails; responding to inquiries; coordinating business travel (e.g.: booking flights / hotels / transportation); setting up meeting rooms, preparing agendas, taking minutes, and following up on action items.
- Advanced proficiency with basic computer systems and software, especially Microsoft Office 365 applications (including Word, Excel, PowerPoint, and Outlook); experience with ERP / CRM applications (especially Deltek Vantagepoint) is a plus!
- Supervisory and/or Project Coordination experience; proven ability to coordinate multi-disciplinary projects is a plus!
- Exposure to the A/E/C industry is a plus!
- Strong problem-solving and analytical skills; this person is expected to be detail-oriented!
- Proven ability to work independently or in a team environment while demonstrating strong character, dependability, a polished demeanor, and a positive attitude!
- Proven ability to maintain confidentiality in a fast-paced environment.
- Excellent organizational skills, especially with a proven ability to work in an energetic and challenging work environment on a variety of projects; this person will be expected to demonstrate a self-motivated demeanor while effectively multi-tasking and prioritizing multiple assignments.
- Excellent communication skills (written & verbal).
Why Pennoni?
At Pennoni, we're not just another multi-disciplinary engineering firm; we're a vibrant team of innovators shaping the future! Founded more than five decades ago, Pennoni is an ENR Top 500 consulting engineering firm where individuality sparks innovation and growth. We’re all about helping you build your career while fostering a great workplace culture – here, you'll work with supportive, talented teammates and find pride in your contributions. Join us to be part of a team that values your unique skills and drives excellence in every project!
Equal Opportunity Employer / Veterans / Disabled
