Administrative Assistant III - SESI Consulting Engineers : Job Details

Description SESI Consulting Engineers, founded in 1976, is a well-established, progressive, consulting engineering firm in Parsippany, N.J. SESI has earned an excellent reputation for providing innovative Geotechnical, Site/Civil, and Environmental engineering solutions for owners, developers, and the construction industry throughout the NJ, NY, CT region.Join a company recognized for providing solutions, excellence, service, and integrity. We seek dynamic individuals to support organic growth. SESI Consulting Engineers has been selected as one of NJBIZ's FASTEST GROWING Companies and Inc.'s 5000 America's Fastest-Growing Private Companies .SESI offers a competitive compensation and benefits package which include medical, dental, vision insurance, 401(k), paid time off, tuition reimbursement, professional development assistance, bonus potential, employee engagement activities, just to name a few. SESI also engages its employees in all aspects of its projects and encourage them to participate in design and project management functions to their full potential. SUMMARY:Looking for an outgoing, detail oriented, team player that embraces change and enjoys a challenge. This position provides exposure to all engineering departments and management levels. It is deadline and detail driven. Successful applicants will be able to develop strong rapports internally and externally, learn new technology quickly, work to deadlines and prioritize effectively.The Administrative Assistant III supports various cross -functional areas like administration, operations support, client contracts, reception, and facilities. This position is expected to operate with supervision from a manager. As directed, this position will require you to support other departments to fulfill the immediate requirements of the firm. Primary Responsibilities include but are not limited to the following. Other duties may be assigned.Administration, Support & Office Operations:

• Oversee all aspects of administrative operations, including records management and data storage.
• Backs up other team members as needed.
• Support and maintain comprehensive information systems for seamless documentation and data flow.
• Assist in coordinating special projects and events, including logistics and scheduling.
• Lead the execution of operational tasks to improve the efficiency of administrative functions.
• Streamline workflows and contribute to the enhancement of overall productivity.

Reception & Facilities:

• Ensure reception operations maintain high standards of client and visitor service.
• Answer incoming calls professionally, managing inquiries and escalating issues when necessary.
• Coordinate meeting room reservations, setups, and technology checks to ensure functionality.
• Manage office facilities, including liaising with vendors for maintenance and ensuring compliance with safety standards.

Data and Information Management:

• Ensure compliance with data protection regulations in the handling of information systems.
• Oversee secure record-keeping and proper documentation processes.
• Conduct regular audits of data entry processes to ensure accuracy and completeness.
• Input, support and maintain client and vendor contracts in the database, ensuring accuracy and compliance.

Qualifications:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Highly organized with great attention to detail. Able to prioritize and manage time effectively. Strong communication and people skills. Must be comfortable in a fast paced, highly interactive environment. Required to effectively collaborate with internal and external departments

• Bachelor's degree (B. A.) in business or a related field (Preferred). A minimum of three years of experience (Preferred)
• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Basic math skills for addition, subtraction, division, multiplication. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
• Knowledge of Microsoft Office Suite, Outlook and PDF programs. Ability to learn new systems quickly.

Physical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 50pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.Work EnvironmentDue to the collaborative nature of this role, it is important that this team member's regular working schedule aligns with the company's and fall within 8AM-5:30PM. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position will work in a typical office environment, mostly located indoor with windows. The office contains office equipment resulting in equipment noise. This position will be working in a shared office space with other colleagues and may experience frequent interruptions, conversations, or other background noise.