Administrative Assistant

Full-time Front Office Assistant

MHE Engineering, D.P.C. is a multi-disciplined consulting engineering firm with offices in New Windsor, NY and Milford, PA. The primary areas of practice include Civil, Structural, and Municipal services.

MHE has an immediate opening in our New Windsor, NY office for a Full-Time Administrative Assistant.

Hours will be 8:00 am to 5:00 pm (40 hours) Monday-Friday.

Duties will include but are not limited to:

• Prepare, organize, format, distribute, and maintain project correspondence, forms, reports, and other technical documentation.
• Compile and coordinate bidding documents, construction contracts, and technical specifications with Engineers.
• Provide administrative and document coordination support for Engineers with regards to contractor notices, RFIs, Pay Apps, Change Orders, Mailings, Emails to Agencies, Record-keeping, File sharing, Lead Agency Notices, and other project documentation.
• Communication with municipal clients to finalize project documentation.
• Assist with preparing and transmitting project documentation and correspondence to municipal, local, state, and federal agencies.
• Answer and direct calls through a multi-line telephone system in a professional manner.
• Maintain accurate electronic and hard-copy project files, including document naming, organization, filing, reproduction, scanning, archiving, and file sharing.
• Organizing and maintaining a clean front office and kitchen area

REQUIREMENTS:

• Minimum of an Associate’s degree in Business Administration, Office Administration, Engineering, Construction Management, or a related field, or an equivalent combination of education and relevant work experience.
• Bachelor’s degree preferred.
• Candidates with experience assisting in a technical environment preferred (Engineering, Architectural, Construction or Legal) but not required.
• Candidates must have 5 years of prior professional office setting and administrative work experience.
• Minimum of 5 years of experience preparing, organizing, coordinating, or maintaining contracts, bidding documents, and/or other professional or technical documentation.
• Strong follow-through and ability to identify and obtain missing or outstanding documentation.
• Candidates to be proficient in Microsoft Word, Excel and Adobe Acrobat.
• Must possess a positive and professional attitude.
• Experience working in a team environment.
• Excellent written and verbal communication skills.
• Highly organized and detail-oriented, with a strong focus on accuracy and document quality.

MHE Engineering, D.P.C. (MHE) is not seeking assistance or accepting unsolicited resumes from search firms for this employment opportunity. Regardless of past practice, all resumes submitted by search firms to any employee at MHE via e-mail, the Internet, or directly to hiring managers at MHE in any form without valid written search agreement in place for that position will be deemed the sole property of MHE, and no fee will be paid in the event the candidate is hired by MHE as a result of the referral or through other means.

Search firms are essential to the recruitment and staffing efforts at MHE, and we value the partnerships we have built with our vendors. For this reason, MHE has established and regularly maintains a preferred vendor list. Please note that even preferred vendors need to have a written search agreement signed by Human Resources at MHE in place for the specific position in order for a fee to be paid for any candidate referrals.

MHE is an Equal Opportunity Employer.

Pay: $30.00 - $35.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Do you have experience preparing contracts or bidding documents? This is required.

Experience:

• Administrative Assistant: 5 years (Required)
• Working in a Professional Office Environment: 5 years (Required)

Work Location: In person