Project & Office Administrator

South Plainfield, New Jersey

Overview

Seeking a driven and well-organized Project & Office Administrator to work in our South Plainfield, NJ office. This position balances wearing multiple hats in a fast growing firm.

The Project & Office Administrator provides administrative support to Project Managers, Executives and the administrative departments including Marketing, Human Resources, and Accounting. This position oversees business and project document management and provides consistent, quality support to projects and services groups. This positon also has supervisory responsibilities in NJ and coordinates with the administrative staff in San Juan, Puerto Rico. This position reports to the Partners.

Interested candidates should submit resume with salary requirements.

Responsibilities

  • Supervises the Administrative Assistant in NJ
  • Supports the Partners, Executives and Project Managers
  • Oversees office activities and daily office operations, and assists where needed
  • Ensures strict confidentiality regarding all business and client matters
  • Project setup and maintains project documentation
  • Conducts research in order to accommodate specific project needs
  • Handles client correspondence regarding required documentation
  • Initiates, completes, and maintains company/business registrations, certifications and licensing
  • Reinforces the company culture for documentation integrity
  • Holds Admin./Marketing bi-weekly meetings with NJ and remotely with PR
  • Interacts professionally with government agencies and vendors on the company’s behalf
  • Reviews vendor agreements
  • Administration of company accounts/databases (government organizations, vendors, etc.)
  • Reviews and approves IT tickets, troubleshoots and initiates IT tickets as needed
  • Prepares and edit documents
  • Petty cash management
  • Facilitates fleet cards, SWAC background screenings, and business card designs
  • Provides administrative support where needed including stand-in for answering phone calls, ordering office supplies, and calendar management
  • May assist as needed with Accounting and/or Marketing Departments
  • Perform other assigned duties

Physical Requirements:

  • Continually required to stand, walk, and sit
  • Continually required to utilize hand and finger dexterity
  • Continually required to talk or hear
  • Continually utilize visual acuity to operate office equipment
  • Occasionally required to bend, stoop, and kneel
  • Occasionally required to lift and carry items less than 15 pounds

Experience

  • Bachelor’s Degree required
  • 8 years minimum of related experience
  • 4 years minimum of supervisory experience
  • Experience in a professional services based business
  • Ability to thrive in a deadline-oriented environment
  • Computer savvy / ability to troubleshoot minor IT issues
  • Proficiency in MS Office Suite
  • Proficiency in Adobe Acrobat
  • Familiar with database design, data storage, and file management
  • Excellent phone etiquette and proofreading skills
  • Ability to prioritize projects and strong problem-solving skills
  • Ability to manage external client needs
  • Must have effective decision making skills
  • Must work well independently and work well as part of a team
  • Ability to work in a highly interactive environment
  • Valid driver’s license and means of transportation
  • Some local travel in Middlesex County/surrounding areas and limited travel to NYC
  • Background Check

Preferences

  • Experience in A/E/C industry
  • Deltek Vision Software experience
  • Some event planning experience
  • Notary Public


In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.


About the Company:

MFS is #17 best places to work in NJ (NJ BIZ 2019).
MFS is #76 on the Top 100 NYC Design Firms (ENR 2019).

MFS is an independent and innovative consulting engineering and construction management firm headquartered in South Plainfield, New Jersey. We share a total commitment to excellence both internally and externally. Externally, we offer clients expertise in site/civil, structural, geotechnical and foundation, survey, geotechnical drilling, and construction management services. Internally, we offer excellent benefit packages to eligible employees that include: Paid Vacation, Personal, and Holidays, 401K, Medical, Dental, Vision, Disability Insurance (long and short), Life Insurance, Training, and Tuition Reimbursement. MFS is an EEO/AAP Employer.


Notice to Third Party Agencies:

Please note that MFS, which is comprised of MFS Engineers and Surveyor, DPC, MFS Construction, LLC, MFS Consulting, LLC and MFS Consulting Engineers, CORP does not accept unsolicited resumes from recruiters, employment agencies, or staffing firms. Any unsolicited resumes, including those submitted to the HR Department or any job sourcing ad of MFS, in the form of an e-mail, fax, or mail will be deemed to be the property of MFS. In the event a recruiter or agency submits a candidate without a previously signed agreement and approved engagement request from MFS' HR Department, MFS reserves the unrestricted right to pursue and hire those candidate(s) without incurring any liability (financial or otherwise) to the recruiter, agency, and/or staffing firm.