Administrative Specialist

Counsilman-Hunsaker is an award-winning, internationally recognized consulting firm that specializes in aquatic facility planning and design. Our firm’s mission is to Support the aquatic community through our lifelong pursuit of knowledge: Aquatics For Life. Since our founding in 1970, we have completed over 1,000 aquatic projects across the world from municipal aquatic centers to Olympic Games facilities.

We are currently in the market to add a career-minded individual to our expanding team to fill the role of Administrative Specialist. This individual will work closely with all members of the team to facilitate the general business flow within the organization by contributing to a diverse array of administrative functions.

Licensing

• Manage professional engineering license applications and renewals for all licensed engineers.
• Manage continuing education requirements for all individual licenses to ensure compliance with the engineering boards.
• File corporate annual reports for all registered states.
• Process annual renewals for corporate engineering licenses.

Accounting

• Prepare daily bank deposits and record cash receipts to keep accounts receivable balances up-to-date.
• Process expense reports for employee reimbursement on a weekly basis verifying all supporting documentation and meeting weekly deadlines for payment processing.
• Maintain site visit log for employee travel.
• Pay vendor invoices on a weekly basis to keep accounts in good standing.
• Obtain necessary tax forms from new vendors.
• Maintain subconsultant invoice ledger and review for payments due based on pay-when-paid scenario.

Administrative Support

• Request insurance certificates for clients.
• Manage the creation and archive of project, email and network files for all projects.
• Handle communications with clients and vendors via phone, email or in-person.
• Rule book management.
• Assist with travel preparation and bookings.
• Prepare AIA contract documents for Project & Studio Directors.
• Provide other administrative support as necessary.

• High school diploma required.
• Minimum 2 years experience in an office environment.
• Strong attention to detail and quality is a necessary requirement.
• Self-starter with excellent analytical, problem solving and organizational skills.
• Professional written and verbal communication.
• Working knowledge of Excel, Word and Outlook required.
• Management of professional licensing and continuing education preferred.
• Experience with Deltek Vision software a plus.