Administrative Specialist

Key Responsibilities:

Manage complex schedules, coordinate cross-departmental meetings, and arrange travel for staff and project teams, ensuring efficient coordination across the firm. Prepare, edit, and distribute detailed reports, presentations, and correspondence, ensuring accuracy and high-quality deliverables for management and clients. Oversee and maintain electronic filing systems, project folders, and databases, implementing improvements to enhance accessibility, accuracy, and version control. Coordinate company events, meetings, and conferences, managing logistics, budgets, and materials preparation to ensure successful execution. Support client relations by addressing inquiries, preparing meeting materials, and maintaining client databases, collaborating with Project Managers to ensure client satisfaction. Collaborate with other disciplines to provide administrative support for project documentation, funding applications, and compliance reporting. Assist in the preparation of PNRFs, task orders, client agreements, and other project documentation. Prepare and upload plans, specifications, and bid advertisements using platforms such as QuestCDN. Review certified payrolls, notifying Project Managers of discrepancies, and support preparation of pay estimates, change orders, and bid tabs for submittal. Assist with funding or compliance documents, scanning, and electronic delivery. Track and process office expenses and bills, coordinating with accounting for payment approvals. Contribute to the development and implementation of office policies and procedures, working with the Office Coordinator to streamline operations and enhance efficiency. Work with the Community Engagement Specialist to prepare and distribute materials for public outreach events, ensuring consistency with the firm's brand standards. Participate in professional development to enhance administrative expertise, preparing for advancement to roles such as Office Coordinator or exploring related roles like Associate Planner through cross-training in project coordination. About Us Embracing a collaborative team approach, Interstate Engineering focuses on building for tomorrow. From projects to career paths, Interstate Engineering knows the best approach to any accomplishment is to collaborate, celebrate success, and grow for tomorrow. Founded in 1976, our employee-owned firm provides innovative engineering, surveying, and planning solutions throughout the Great Plains Region. We continually seek the best talent because we know our employees are the key to success. Interstate Engineering offers an environment that cultivates personal and professional growth through honesty, transparency, and respect. Being active in our careers, we understand the importance of training and professional development and encourage involvement in professional organizations. Our team is built of professionals you need, the people you trust. Our Benefits Competitive wages Bonus opportunities Flexible schedule Continued education Professional development Family-oriented environment Prioritized work/life balance Paid holidays Travel opportunities 100% paid health insurance for employee Dental, vision, & life insurance Short & long-term disability insurance 401K Profit Sharing ESOP (Employee Stock Ownership Program) Relocation assistance (if required) Education Associate Degree Job Type Full-time We are an equal-opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.