Administrative Assistant- Food & Beverage

Mead & Hunt is a national, full-service architectural, engineering and construction firm that has been serving markets for well over a century. We provide clients with expert planning, architecture design, engineering, environmental and construction administration services across a wide variety of market sectors, including transportation (aviation, highways, roads and bridges), food and beverage processing, renewable energy, municipal infrastructure, military, telecommunications, cultural resources, and hydropower and water resources.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Type, proof and edit correspondence, reports, proposals, contracts, addenda, meeting minutes, specifications, contract change orders, construction administration forms, and/or other documents.
• Enforce corporate style standards.
• Review and edit documents produced by department staff for consistency with company guidelines.
• Assist with set-up of initial project file information; maintain files, and preparation of close-out documentation.
• Update and maintain technical binders, code resources, specifications, and library resources. Also responsible for maintaining technical specifications for other departments as assigned.
• Assist with report production and provide managers with backlog, subcontractor billing, budget status, project financial status as requested.
• May maintain job status reports or compile project financial documents such as contracts, prebills, or closeouts as assigned.
• Answer incoming telephone calls/relay messages as necessary.
• Data entry and database maintenance.
• Handle outgoing mail and filing duties.
• Assist with administrative services throughout company as needed when time and workload permit.
• May maintain schedules of staff and arrange meetings.
• May make travel arrangements as requested.
• Support Food and Beverage VP, Department Managers and Staff Leadership.
• Other duties as assigned.

EXPERIENCE/QUALIFICATIONS:

• Associate degree in Administrative Assistants’ program (or related field) and at least three years of relevant experience, or at least five years of relevant office experience.
• Experience in AEC industry and Vision Deltek.
• Experience with all administrative functions of projects. Including but not limited to project financial, accounting, contract administration, procurement and project management controls administrative.
• Experience in a fast-paced organization and demonstrated ability to be agile and flexible as necessary to complete tasks.  
• Software Experience Preferred:
• Microsoft Office Suite; This includes Teams, Outlook, Microsoft Word for word processing, PowerPoint for visual presentation design, and Excel for spreadsheets that include advanced features. Also, knowledge or ability to learn Power Apps, Power BI and Bing.