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Administrative Assistant/Office Manager – Wildwood, NJ

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Administrative Assistant/Office Manager

DEPARTMENT: Municipal
FSLA STATUS: Non Exempt
SUPERVISOR: Regional Manager/Engineer
OFFICE: Wildwood, NJ

POSITION SUMMARY:
Remington & Vernick Engineers is in search of a charismatic individual to join our team!!  This person will be the first point of contact for our Wildwood Office.  This individual must be able to multitask, work well under pressure and is a team player.

PRIMARY DUTIES:

  • Contract Administration for Municipalities, Sub consultants, Private clients and Project Specific
  • Receives and files Certificates of Insurance as they pertain to renewals and contracts
  • Update Financial Disclosure Statements via State run websites annually
  • Oversee all incoming and outgoing mail, i.e .certified, USPS, FedEx and UPS
  • Answer incoming calls, screen and forward as appropriate
  • Maintain Supervisor’s calendar
  • Maintain conference room, i.e. calendar, luncheons, appearance
  • Coordinate internal and external meetings for supervisors
  • Oversee travel and meal needs
  • Orientation and Onboarding of new hires
  • File maintenance (what does this mean)
  • Maintain off-site archived files
  • Order and maintain supply needs in the office
  • Maintain office machines, i.e. printers, plotters, copiers & schedule maintenance as needed
  • RFP/RFQ Search
  • Maintain events list
  • Boiler plate specification preparation
  • Bid specification/plan reproduction
  • Contract preparation
  • Finalize correspondences and spreadsheet updates for multiple Municipalities
  • Facilitate the completion and distribution of various types of correspondence
  • Formation and distribution of all design / inspection correspondence
  • Preparation & verification of all pay certificates, submittals
  • General data entry and utilization of Microsoft office products
  • Manage Plan Review, Floodplain Application, Job Number List, Time Sheet file number spreadsheets.
  • Maintain postage machine
  • Print and distribute various reports
  • Coordinate with Finance, payment of invoices, requests for purchase orders and check requests
  • Coordinate with local newspapers for various bid announcements
  • Create and maintain Vision plans
  • Assist various departments as needed
  • Maintain petty cash

KNOWLEDGE, SKILLS and ABILITIES:

  • Strong oral and written communication skills
  • Ability to define problems and offer solutions
  • Strong organizational skills and attention to detail
  • Knowledge of Microsoft Office products
  • Ability to work in groups as well as individually

EDUCATION/EXPERIENCE:

  • High School Diploma

CERTIFICATIONS/LICENSES REQUIRED

  • N/A
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:

While performing the duties of this job, the employee occasionally works in the field and may be exposed to outside weather conditions. Work requires frequent and prolonged computer use. Occasional lifting up to 25 pounds.

This company is an Equal Opportunity Employer. We invite resumes from all qualified, interested parties, regardless of race, gender, national origin, religion, sexual orientation, disability, age, or any other protected classification under national or local law.

While this job description is intended to be an accurate reflection of the job requirements, management reserves the right to modify, add, or remove duties from particular jobs and to assign other duties as necessary. We are an At Will employer.

EMAIL RESUME TO APPLY: resumes@rve.com