Administrative Assistant
Description
Your role at GEI.
The Lansing, Michigan office of GEI Consultants is seeking an Office Administrative Assistant. The successful candidate for this position will be responsible for a wide variety of tasks that will ensure efficient operation of a fast-paced office, along with supporting other offices within Michigan.
This position will be full time, with a flexible hybrid schedule that requires necessary office time in Lansing, but also allows for some remote work from home opportunities. Anticipate 3 days in the office per week.
Essential Responsibilities & Duties
- Assist with management and upkeep of office supplies and equipment.
- Provide logistics coordination and support for staff for meetings, both in the office and for travel.
- Assist with document quality control which will require great attention to detail to ensure that documents meet all corporate quality standards and follow design checklists.
- Assist with compliance with GEI’s health and safety guidelines, through the preparation of site specific Health and Safety Plans, staff training coordination, and coordination with the safety team on any initiatives.
- Assist with project backlog projections and maintain other monthly and quarterly spreadsheets.
- Assist with proposals, that include both public local, state, and federal government projects, as well as private clients.
- Keep track of outstanding opportunities, and proposals
- Assist with vendor qualification requests.
- Procure and maintain Certificates of Insurance for projects.
- Complete other project related and technical duties as assigned.
- Manage day-to-day office operations including answering phones, greeting visitors, and handling incoming/outgoing mail.
- Order office supplies, coordinate equipment maintenance, and manage vendor relationships (IT, cleaning, printers, etc.).
- Support onboarding of new employees, including preparing workstations and coordinating training materials.
- Help maintain compliance records such as safety training logs or certifications.
- Provide administrative assistance for company events, training sessions, and internal communications.
- Complete other administrative tasks as needed to support engineering and management staff.
- Serve as the point of contact for property related issues with landlord, cleaning staff, delivery personnel, and other office visitors.
Minimum Qualifications
- Must have at least five (5) years of experience in a similar role. Experience in the A/E, ecological and/or construction field is a plus.
- Must be professional, have a strong attention to detail, and have strong interpersonal skills. Excellent organizational, grammar, punctuation and spelling skills are required, as well as outstanding verbal and written communication skills.
- Must be proficient with Microsoft Word and technical writing; specifically, setting up automated documents, formatting documents, and accurate proofing to meet high standards of technical writing.
- Must be proficient with PDF software either Adobe or Bluebeam; to include creating, compiling, bookmarking, creating hyperlinks, measuring, creating headers, footers, and watermarks.
- Proficiency with Microsoft Excel and Powerpoint a plus.
- Notary Public a plus.
- Valid driver’s license required
We are GEI.
Some of the world’s most pressing problems – from climate change to sustainable development, to critical infrastructure and the future of our energy supply – need our brightest and diverse minds working together to create safer, more resilient communities for tomorrow.
We are technical experts, collaborators, and entrepreneurs who draw from diverse backgrounds to solve our clients’ most complex challenges.
With several offices across North America, we offer a range of engineering, science, and technical consulting services. Our range of expertise, project types, and culture make us the choice for top talent in the AEC industry. See all our office locations here.
Employee-owned. Employee-focused.
As an employee-owned company, our employees support our flat leadership structure, have a say in how our business operates and benefit from our financial success. We are committed to employee growth with career development opportunities, competitive total rewards, a well-being program, flexible work arrangements and more. Our company culture is driven by our 4 Cs – we are Client-Centered, Curious, Collaborative, and Community Minded – which support our focus on sustainability, safety, diversity, equity and inclusion. Get to know us better by visiting GEI’s career site here.
GEI’s Total Rewards Package Includes
- Market-Competitive Compensation, including Eligibility for an Annual Performance Bonus
- Comprehensive Benefits Program, including Medical, Dental, Vision, Life, Disability and More
- Well-Being Program and Paid Parental Leave
- Commuter Benefits
- Hybrid Work Schedules and Cell Phone Stipends
- GEI University (GEIU) with Continuing Education Assistance and Tuition Reimbursement
- Connecting Conversation Program with a Focus on Professional Development and Opportunities for Advancement
- Support and Financial Rewards for Publication Awards, Professional Dues, and Professional Licenses
- Paid Holidays and Generous Paid Time Off Program
- Rewards and Recognition
- GEI-Funded Profit Sharing and 401(k)
- Opportunity to be an Owner and Shareholder (Learn more here)
- A Vibrant Culture that is Focused on Partnership, Sustainability, Giving Back to Our Communities and Diversity, Equity and Inclusion
- And More…
PHYSICAL REQUIREMENTS
WORK ENVIRONMENT | |||||||||||||||||
X | Sedentary | Light | Medium | Other | |||||||||||||
Activity Level Throughout Workday (check one per row) | |||||||||||||||||
Physical Activity Requirements | Occasional (0-35% of day) | Frequent (33-66% of day) | Continuous (67-100% of day) | Not Applicable | |||||||||||||
Sitting | X | ||||||||||||||||
Standing | X | ||||||||||||||||
Walking | X | ||||||||||||||||
Climbing | X | ||||||||||||||||
Lifting (floor to waist level) (in pounds) | (0-25 lbs) | ||||||||||||||||
Lifting (waist level and above) (in pounds) | (0-10 lbs) | ||||||||||||||||
Carrying objects | X | ||||||||||||||||
Push/pull | X | ||||||||||||||||
Twisting | X | ||||||||||||||||
Bending | X | ||||||||||||||||
Reaching forward | X | ||||||||||||||||
Reaching overhead | X | ||||||||||||||||
Squat/kneel/crawl | X | ||||||||||||||||
Wrist position deviation | X | ||||||||||||||||
Pinching/fine motor skills | X | ||||||||||||||||
Keyboard use/repetitive motion | X | ||||||||||||||||
Taste or smell | X | ||||||||||||||||
Talk or hear | X | ||||||||||||||||
Accurate 20/40 | Very Accurate 20/20 | Not Applicable | |||||||||||||||
Near Vision | X | ||||||||||||||||
Far Vision | X | ||||||||||||||||
Yes | No | Not Applicable | |||||||||||||||
Color Discrimination | X | ||||||||||||||||
Sensory Requirements | Minimal | Moderate | Accurate | Not Applicable | |||||||||||||
Depth perception | X | ||||||||||||||||
Hearing | X | ||||||||||||||||
GEI is an AA/equal opportunity employer, including disabled and veterans.