Project & Office Administrator

Fehr & Peers is a team of collaborative transportation and business professionals who are passionate about making a positive impact on neighboring communities. We're seeking a full-time Project & Office Administrator to join our Los Angeles office. This role requires someone who is proactive, enthusiastic, and organized, to effectively assist clients and staff alike. The ideal candidate will be personable, attentive, invest in building relationships with staff across the company, and enjoy new opportunities to learn and grow.

We provide a flexible, inclusive, and fun atmosphere. Our companywide focus on career development also ensures staff have ample opportunity for skills development, growth, and mentorship. Join us and grow your career!

Please review the Responsibilities below.

Project Administration

• Use project management software, Vantagepoint, to set up and close projects, maintain accurate data, and run reports
• Work with project managers on the invoicing process, including review, submitting to clients, tracking unpaid invoices, and following up with clients
• Liaison between the client, sub-contractors, project managers, and accounting on invoice discrepancies and changes
• Assemble project contracts using standard templates and ensure required forms and documents are processed
• Process and maintain documentation of additional client invoicing requirements
• Assist with the preparation of final proposal deliverables, including production and coordinating delivery services

Office Administration

• Support the Workplace Coordinator with greeting and orienting visitors, answering and transferring phone calls, meeting coordination, event set up, and provide backup assistance in taking minutes of weekly staff meetings and distributing to staff
• Assist office leadership with administrative needs, including food and office supply orders, coordination with building management, and more
• Maintain office Outlook calendar
• Act as a liaison for corporate administrative staff, facilitating relevant information sharing with the local office
• Participate in a companywide administrative group focused on collaboration and enhancement of administrative services
• Coordinate with administrative staff from other offices, and take on some administrative duties from other offices in times of need
• Provide basic bookkeeping support, documenting credit card and petty cash purchases and processing of the office's accounts payable expenses and check requests

Qualifications

• 3-5 years of experience working in a professional business environment, including experience in project administration and/or project management
• Intermediate or advanced experience in office computer software/systems, including Adobe Acrobat Professional and Microsoft Office (Excel, Teams, and SharePoint, desired)
• Familiarity with contract terminology and experience with reviewing contracts or similar documents
• Experience with project management/accounting database software (experience with Deltek Vantagepoint or Vision, desired)
• Experience with general bookkeeping
• Problem-solving attitude and proven ability to address issues proactively
• Commitment to high-quality, reliable, and timely work performance
• Customer service mindset-proactive, solutions-oriented, with the ability to anticipate needs
• Excellent time management and organizational skills-able to manage disparate tasks and deadlines, while maintaining exceptional attention to detail and professionalism
• Ability to represent Fehr & Peers and communicate professionally with clients, teaming partners, and current/potential employees
• Eagerness to be part of the administrative team, sharing responsibilities and collaborating to achieve a high quality of administrative support to our office, clients, and vendors
• Openness to periodically arrive early and leave late to assist with special events, typically once per quarter

$36 - $43 an hour

Placement within the stated pay range will be determined based upon education, experience, and qualifications.

Benefit Highlights:

Medical, Dental, Vision, Life and Disability Insurance.

401(k) Plan with matching and profit sharing.

Flexible Spending Accounts.

Commuter Benefits.

Paid Vacation, holidays and sick leave.

8 weeks of Paid Parental Leave.

Mentoring and Career Development programs.

Research and Development group participation, and more.

Full information about the benefits we offer can be found by visiting our careers page.

EEO: Fehr & Peers is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment in the workplace. We welcome applicants of diverse backgrounds, and hire without regard to race, color, creed, religion, sex, gender identity or expression, sexual orientation, marital or parental status, national origin, ancestry, citizenship, age, disability, genetic information, political affiliation, military service or any other characteristic protected by law.

Nondiscrimination: Fehr & Peers ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act of 1964. If you need more information or special assistance for persons with disabilities or limited English proficiency, contact Human Resources.