Administrative Staff II

Terracon Consultants, Inc.
life insurance, paid time off, tuition reimbursement, 401(k)
United States, Illinois, Glendale Heights
Nov 16, 2024
Job Description General Responsibilities: Performs administrative and general office duties of a responsible and confidential nature. Produces a variety of correspondence, reports and presentations using the appropriate software for word processing, graphics and spreadsheets. Screens telephone calls and visitors. Schedules and maintains calendar of appointments, meetings and travel itineraries and coordinates related arrangements. Routes or answers routine inquiries. Maintains files, department office supplies and mail. Prepares special reports. Gathers and summarizes data. May serve as a liaison between office and corporate functions. May be assigned to various functional areas of the company. Essential Roles and Responsibilities: Acting on own initiative, provides advanced and diversified administrative support to an office or executives. Assignments generally involve work of a highly confidential nature and require extensive knowledge of the business, operating group and/or department and company practices, policies, programs and service lines. Exercises considerable discretion and independent judgment and is capable of handling complex information requests to ensure appropriate resources take action. Provides high-level administrative support of a highly confidential nature such as handling information requests, preparing correspondence, receiving visitors, arranging conference calls, scheduling and coordinating complex meetings. Assembles and analyzes information, prepares reports, presentations, manuals, agendas, correspondences and memoranda. Prioritizes and manages multiple projects simultaneously, and follows through on issues in a timely manner. Coordinates activities across departments. May handle calendaring, travel schedules and arrangements, process expenses/invoices, and coordination of day-to-day activities. In an Office location, serves in one or more roles to support the corporate office including: Corporate Services Representative (CSR): Liaison between office and corporate functions such as Human Resources, Accounting, and Health/Safety. Local Computer Administrator (LCA): Liaison with IT; Primary contact for any computer related issues for the office including installing/removing software, running backups, and rebooting equipment. Collections Administrator: Coordinate collection efforts for the office. Make 7-10 day courtesy calls and follow-up on invoices < $2,000. Present collection status reports. Communicate with clients regarding special invoicing/reporting issues. Fleet Administrator: Liaison with Corporate Procurement. Monitor vehicle assignment, maintenance and repair of fleet. Manage gas cards, mileage reports and toll tags. Responsible for quarterly vehicle report. Process license renewals and driver alert reports. May dispatch Technicians to project sites based on technician skill set, certifications, location, project, and priority. Follow safety rules, guidelines and standards for all projects. Participate in pre-task planning. Report any safety issues or concerns to management. Be responsible for maintaining quality standards on all projects. Requirements: High school diploma or equivalent. Associate Degree or above preferred. Minimum 3 years' relevant experience. Strong inter-personal communication skills, strong team work mindset, professionalism, good planning and organizational skills. Proficient in using basic software and apps (MS outlook, word, excel, PPT, etc.) Valid driver's license with acceptable violation history. About Terracon Terracon is a 100 percent employee-owned multidiscipline consulting firm comprised of more than 6,000 curious minds focused on solving engineering and technical challenges from more than 175 locations nationwide. Since 1965, Terracon has evolved into a successful multi-discipline firm specializing in environmental, facilities, geotechnical, and materials services. Terracon's growth is due to our talented employee-owners exceeding expectations in client service and growing their careers with new and exciting opportunities in the marketplace. Terracon's vision of "Together, we are best at people" is demonstrated through our excellent compensation and benefits package. Based on eligibility, role and job status, we offer many programs including medical, dental, vision, life insurance, 401(k) plan, paid time off and holidays, education reimbursement, and various bonus programs. EEO Statement Terracon is an EEO employer. We encourage qualified minority, female, veteran and disabled candidates to apply and be considered for open positions. We do not discriminate against any applicant for employment, or any employee because of race, color, religion, national origin, age, sex, sexual orientation, gender identity, gender, disability, age, or military status.