Administrative Assistant

Administration

Johnson, Mirmiran & Thompson is a dynamic, 100% employee-owned consulting firm of more than 2,400 professionals that provides a full range of multi-disciplined engineering, architecture, information technology, and related services to public agencies and private clients throughout the United States. JMT, is currently ranked #50 on Engineering News-Record's list of the Top 500 Design Firms.

Position Summary: JMT's Lexington, KY Administration Team is seeking an Administrative Assistant to be responsible for office administration tasks. This is a full-time, in-office opportunity.

Immigration sponsorship or support (e.g. H1B, F-1 CPT/OPT/STEM OPT) is not available for this position, except for qualified candidates eligible for the TN visa classification.

Essential Functions and Responsibilities:

General Administration

• Review and edit various documents
  
  
  
  • Support office staff with document formatting
  
  
  
  
• Create general communication/correspondence
• Create new electronic documents from templates - Memorandums, letters, tracking spreadsheets, mailing labels, posters, flyers, and components of larger legal contracts
• Organize documents
• Collaborate with office staff regarding monthly in-person staff or project meetings
• Copy and bind documents to create reports
• Process incoming/outgoing mail
• Answer and transfer incoming calls
• Planning and coordination of on-site or off-site office events, corporate engagements, and social activities
• Scanning and digitization of paper records and archiving

Office Space

• Maintain tidiness and organization of general office areas (breakroom, print room, supply room, conference rooms, lobby)
• Manage building lobby and JMT office access process (access codes and key cards)
• Be primary contact with the building management office
• Maintain breakroom supplies inventory, small appliances, shared office equipment and coffee/water station
• Maintain print room - clean and organize as needed, monitor inventory of office supplies, copy paper and printer cartridges, and replace as needed

Coordination with outside vendors

• Order meals for training sessions, meetings, and other events
• Coordinate office events such as awards banquets and holiday parties
• Manage vendors that support the office including breakroom supplies, office security, reproduction/print room, plant maintenance, offsite storage, etc. Review and process invoices from vendors

Additional Duties

• Manage new employee onboarding process
• Oversee career fair process including scheduling with university and coordinating attendees/materials
• Manage the contract execution process
• Manage the subcontract process
• Collate and prepare expense reports for Office Leader and Section Heads
• In-person retrieval of paper records from outside the office, processing, and return to owner
• Assist with administrative tasks on various projects
• Renew vehicle licensing as needed and obtaining periodic maintenance

Nonessential functions and responsibilities:

• Perform other related duties as assigned

• High school diploma or equivalent
• Minimum 3 years of related office administration experience, as outlined in the Essential Functions and Responsibilities above

Preferred Skills

• Certified Notary Public or ability to obtain certification upon hire

Preferred Qualifications

• Proficiency in using Microsoft Office Suite - Word, Excel, Outlook
• Familiarity with legal terminology
• Data management, primarily utilizing Microsoft Excel
• Previous similar experience in consultant services business
• Post High School study at a college, business, or technical school
• Experience with Kentucky Transportation Cabinet procedures and policies

Working Conditions

Work is performed within a general office environment. Work is generally sedentary in nature, but may require occasional standing and walking, and use of a motor vehicle for duties outside the office. Lifting and carrying objects up to 20 pounds. Lighting and temperature are adequate and there are no hazardous or unpleasant conditions caused by noise, dust, etc. within the office environment. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or any other characteristic protected by state or federal law.