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Administrative Assistant - Projects in Petaluma, CA at Cardno USA Inc

Date Posted: 4/27/2018

Job Snapshot

Job Description

Cardno is seeking a Project Administrator in our Petaluma, CA office.

Responsibilities include but are not limited to:

> Performing standard office tasks such as answering phones, copying, and scanning
> Managing file room including general filing, moving files, and boxing up closed files
> Processing incoming and outgoing mail (USPS, UPS, Fed Ex, etc.)
> Assisting all levels of staff with a variety of needs such as scheduling travel arrangements, ordering specialized supplies, timesheet and expense report assistance, setting up conference calls and meetings, travel directions, and prepping required field forms and binders
> Working with managers and staff to create weekly staffing schedule that fills project needs while simultaneously working within budgeted scope
> Assisting editing department with lab tracking, report word processing, desktop formatting, data entry, and report production
> Performing some corporate accounting duties such as coding and processing invoices, tracking down and compiling specific project financial information, and assisting with business license renewals
> Generating project work requests at the direction of project managers while adhering to budgeted hours and work scope
> Aiding staff in presentation preparation such as creating power point presentations or obtaining specific materials for presentations
> Overseeing vehicle maintenance and associated items
> Maintaining and operating office equipment such as copier, fax machine, and printers
> Managing office vendors and ordering office and kitchen area supplies
> Ensuring all common use areas (conference room, kitchen area, supply areas, receiving area, etc.) are maintained and tidy
> Managing critical housekeeping items such as light replacement; recycling toner cartridges, batteries, and electronic equipment; shipping requested equipment back to IT; and tracking and ordering janitorial supplies
> Arranging company and/or client lunches including planning menu, ordering, and picking up related items
> Running miscellaneous office errands such as going DMV, supply stores, or airporter shuttle hub to pick up employees from other office branches
> Remotely assist other branch locations with miscellaneous items at manager direction
> Working on special projects/ad hoc duties as assigned

Job Requirements


> Minimum of two years of office support experience
> Some previous staff management experience a plus
> Strong working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook
> Familiarity of Microsoft Access preferred
> Self-motivated, strong initiative, detail oriented, and resourceful
> Excellent written and verbal communication skills
> Solid time management and follow-through skills, with the ability to simultaneously work on and manage multiple tasks and projects with frequent and immediate deadlines
> Positive, flexible team-oriented approach, with the willingness and desire to work as part of a multi-disciplinary team while at the same time possessing the capability to carry projects in a solo capacity
> Open to working occasional overtime
> Exercise discretion with confidential information

• Please Note that selected candidates will be required to pass a drug, background and reference screening.

Cardno is a professional infrastructure and environmental services company, with expertise in the development and improvement of physical and social infrastructure for communities around the world.

We are an equal opportunity and affirmative action employer. EEO/AA/M/F/V/D

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  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.
  • The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)


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