Administrative Assistant

Administration

JMT of New York, Inc. 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 #61 on Engineering News-Record's list of the Top 500 Design Firms. This position is not eligible for employer-based sponsorship with the exception of the TN visa classification.

JMT's Syracuse, NY Administration Team is seeking an Administrative Assistant to be responsible for office administration tasks. This is a full-time, in-office opportunity.

Our Employee Stock Ownership Plan (ESOP) is provided at no cost to the employee and provides a beneficial interest in the company. JMT offer a rich benefits package, including:

• Paid Leave Time
• Paid Holidays
• Paid overtime (1.5 x hourly rate)
• Affordable & Widely accepted health, dental and vision insurance
• Excellent 401K Retirement Plan
• Education Reimbursement program

Pay range is $23-30/hour. Salary range is based upon background and level of experience.

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 on monthly in person staff or project meetings.
• Copy, bind documents to create reports.
• Process incoming/outgoing mail.
• Answer and transfer incoming calls.
• Planning and coordinate on-site or off-site office events, corporate engagements, and social activities.
• Scan and digitizing 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 on boarding 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.

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

Qualifications preferred:

• Proficiency in using Microsoft Office Suite Products - Word and Excel
• Familiarity with a Microsoft Office365 IT Infrastructure Backbone
• Previous similar experience in consultant services business
• Post High School study at a college, business, or technical school

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.