ESSENTIAL DUTIES AND RESPONSIBILITIES: 

Strategic Services Support 

• Coordinates with IT regarding computer issues, system upgrades, setups 

• Coordinates with HR regarding On/Offboarding, Interviews, Employee Events/Gifts 

• Coordinates with Accounting regarding office invoices, credit card statements, budgeting 

Operations 

• Welcome clients, guests, and visitors to the organization with a friendly and professional demeanor  

• Answering Multi-line phone system (screening/transferring all inbound and interoffice calls for all offices) 

• Coordinates facility management needs (snow removal/office cleaning/security maintenance/ 
  general building maintenance) 

• Coordinates with vendors to order office supplies/equipment 

• Distributes/prepares incoming and outgoing mail/packages (mass mailings) 

• Schedules meetings and webinars, arranges meal requests, prepares conf./training rooms, arranges lodging and travel needs for employees 

• Leads the planning and execution of Conferences, Community, and Company events 

• Runs office/project related errands, as needed 

• Upholds brand standards (project folder structure/naming; processes) 

Project Coordination 

• Format/edit/proofread correspondence (letters/reports/forms/templates/etc.) 

• Leads project manual setup (front ends/specifications/reports/etc.) 

• Creates compiled documents for plans, specifications, reports, etc. 

• Manages online bidding process (advertising/uploading/distribution/bid opening) 

• Construction Contract Administration 

• Prepares Contracts and ensures contract is fully executed between Owner and Contractor 

• Prepares financial workbook docs for projects 

• Ensures appropriate Construction documentation is managed (change orders/work orders/punchlists/etc.) 

• Performs Project closeout 

• Leads project production (printing/binding)  

• Exercises independent judgement on basic or moderately complex issues regarding job. 

Administrative Management 

• Supervises, mentors, and trains Administrative Employees 

• Tracks current projects, group workload, coordination with team to keep workflows on track 

• Identifies opportunities for process and office management improvements; recommends solutions to SOA 

• Serves as a resource to employees for inquiries regarding software/programs 

• Other Duties as Assigned 

QUALIFICATION REQUIREMENTS:

• Associates degree in a related field or equivalent combination of education and experience
• Five years administrative support experience in a professional environment
• Experience supervising a team
• Experience with multi-task responsibilities with limited direct oversight within established guidelines.
• Preferred experience with project coordination with multiple, large projects occurring simultaneously
• Experience with financial/accounting software preferred
• Experience with budget and performance tracking and analysis preferred
• Proficient in Microsoft 365 and Adobe Suites
• Excellent time management and organizational skills with a proven ability to meet deadlines
• Excellent interpersonal and customer service skills; ability to connect with many stakeholders and provide a warm and professional experience for those stakeholders
• Excellent verbal and written communication skills
• Ability to maintain confidentiality of company information
• Ability to perform a variety of technical service/support duties that require specialized knowledge.
• Ability to perform tasks with little instruction on day-to-day work; majority is self-directed.

The culture at Moore Engineering, Inc. is built on our shared core values – Respect, Integrity, Accountability, Loyalty, and Kindness.

• Respect means that we honor our co-workers, appreciate cultural differences and value all viewpoints brought in good faith.
• Integrity means we remain consistent and honest, and uphold our obligation to the health, safety, and welfare of the people at the center of our work.
• Accountability means we take responsibility for our actions, to commitments we make, and to our role in creating company success.
• Loyalty means we are dependable and faithful. Our relationships are built on earned mutual trust.
• Kindness means we care for each other and strive to enhance the human condition for our co-workers, friends, families, and communities.

These values differentiate how we successfully do what we do. We hire, separate, review, reward, and recognize our teammates based on these characteristics, so it's important that you share these values to be part of our team.