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Administrative Office Assistant in Philadelphia, PA at Staffing Now

Date Posted: 7/23/2019

Job Snapshot

Job Description

Administrative Coordinator needed for engineering firm in the City of Philadelphia. This is an amazing company with fantastic opportunities. Great office environment. Excellent benefits. Incredible opportunity for growth. Literally no turn over! Opportunity available due to growth in this office.
You will be providing assistance to the full office team; but in particular the Principal and Managing Partner of this office. You will be considered the Office Coordinator for the Philadelphia office as sole administrative assistant.
Responsibilities -

  • Prepares, edits, proofreads, and assembles incoming and outgoing correspondence and documents
  • Supports technical staff utilizing MS Office, Excel, PowerPoint, and Adobe expertise in order to complete work product
  • Assists Project Managers with a working knowledge of specific functions of the project management database, e.g. relevant reports, pre-bills, etc.
  • Supports marketing initiatives, such as assistance with developing contracts and Requests for Proposals.
  • Conducts internet research
  • Performs office administrative duties as required, including filing, emailing, scanning, processing incoming and outgoing mail and packages, and answering incoming phone calls
  • Proofs, edits, and formats documents including: reading the entire document checking for typos; punctuation and grammatical errors; incomplete sentences; consistency of names and terms; proper headers and footers; agreement of table of contents with actual pages; clarity of meaning; and adherence to the firm's template standards
  • Assists Unit Manager with a working knowledge of accounts receivable, accounts payable, purchasing, and offices services
  • Assists with the preparation of and finalizing professional reports and presentations
  • Organizes internal meetings, webinars, and conference calls; facilitating food orders
  • Coordinates outside activities and events
  • Provides assistance where requested in the coordination of office tasks which may include resolving building issues, conference room scheduling and setup/takedown, contacting vendors as needed
  • Maintains office equipment, orders office supplies, and researches new equipment/leases
  • Orders, stocks, and maintains break room supplies, snacks, and drinks
  • Ability to easily multi-task in a deadline-driven environment
  • Energy and Enthusiasm - Consistently maintains high levels of activity and productivity
  • Attention to Detail - Careful and quality oriented Communication - Clearly conveys information, excellent writing skills
  • Flexible with time and responsibilities Assumes Responsibility - Self-starter, willing to interact as a team player, and take independent initiative. Works proactively in solving problems; makes self available and takes action beyond normal responsibilities


  • Bachelor's degree preferred
  • Attention to detail
  • Professional demeanor
  • 3 or more years of office experience working with various levels of personnel
  • Ability to multi-task and prioritize
  • Excellent grammar and proofreading skills
  • Strong oral and written communication skills
  • Has intimate knowledge of MS Word, Excel, Outlook, PowerPoint, Adobe (or other digital image software) and Vision (or other database management product)
  • Excellent customer service and interpersonal skills
  • Experience with marketing and business development tasks preferred
  • Adaptability to changing priorities and project deadlines
  • Ability to take direction from the Unit Manager