Project Administrator Rail

US-NJ-Newark
HNTB Job Title
Sr Administrative Assistant
Position Type
Regular Full-Time
Category
Administrative & Office Support Services
Job ID
1017-17071

Why Choose HNTB?

For more than a century, HNTB has helped deliver infrastructure solutions that best meet the unique needs of our clients. With client relationships spanning decades, we understand infrastructure life cycles and have the perspective to solve technical challenges with clarity and imagination. We are far more than a design firm. We see and help address far-reaching issues of financing, legislation, design, construction, community outreach and ongoing operations. As employee-owners committed to the highest levels of performance, we enable clients to achieve their goals and inspiring visions.

At HNTB, we’re encouraged to go beyond discovering mere solutions that will impact our very landscape. We are encouraged to ask, “What if?” Our HNTB family fosters an inventive and resourceful commitment to finding unique answers to complex problems. We believe that the act of wondering sparks creativity. We will work to foster your creativity, career and personal growth. Come join HNTB and unleash your spark of imagination.

For you, “together” can mean the chance to put together an exciting career. At HNTB “together” also means collaborating across geographies and disciplines within the firm. And “together” means that we are partners with our clients. Our goals are linked, and their success is our success. “Together” means that we are engaged in the communities we serve — we live there — and are committed to their growth and development.

Overview

HNTB is seeking a Senior Project Admin who will assist our New York/New Jersey Rail Transit Team in our Newark, NJ office.

Job Summary

Under limited supervision, leverages specialized skills and experience to provide administrative support typically to officers and managers. Administrative functions may include maintaining calendars, scheduling meetings, making travel arrangements, handling correspondence, distributing mail, filing, and performing other duties to support the manager and department as needed. Utilizes Outlook, Word, Excel, PowerPoint and various HNTB software applications to perform tasks.

Essential Responsibility

  • Maintains multiple calendars and schedules appointments. Coordinates and schedules meetings and prepares meeting agendas. Coordinates and arranges the logistics and details of travel and accommodations, and prepares travel itineraries.
  • Screens incoming calls, emails, letters and visitors. Answers routine questions and provides information on behalf of the manager. Sorts and distributes incoming mail and prepares outgoing mail. Routes or answers routine correspondence not requiring manager’s attention.
  • Communicates management’s instructions or desires to various individuals and/or departments and initiates follow-up action. Furnishes and obtains information from other executives or outside representatives as requested.
  • Prepares reports, gathering and summarizing a variety of data from multiple sources. Composes and produces a variety of correspondence, reports and presentations under general guidance using the appropriate software for word processing, graphics and spreadsheets.
  • Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.
  • Prepares and submits expense reports, ensuring timely processing, supporting documentation and accurate coding of expense items.
  • May transcribe dictation, often covering subjects of a technical and/or confidential nature.
  • Performs other duties as assigned.

Basic Qualification

High School Diploma/GED or equivalent
4 years related administrative experience

Preferred Qualification/Skills

- Prefer Associates Degree, plus a minimum of 4 years’ experience in an administrative role. 
- Proficient in Microsoft Office Suite, including: Outlook, Word, Excel and Power Point
- Excellent communication, presentation, organization, multi-tasking and problem-solving skills
- Experience working in the Architectural & Engineering industry a plus.
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- Ability to maintain confidentiality.
- Planning, time management and organizational skills.
- Ability to balance multiple tasks and changing priorities.
- Attention to detail.
- Demonstrated ability to compose, edit and proof read written documents (routine letters, business correspondence and reports of varying complexity).

General Work Conditions

Office Environment: Work is generally performed in an office environment in which there is only minimal exposure to potentially unpleasant working conditions. Incumbent must have the ability to stand and sit frequently, and reach horizontally as well as vertically for overhead use.


HNTB Corporation is an Affirmative Action and Equal Opportunity Employer, Minority/Female/Disabled/Veteran. 

The HNTB Companies are an equal opportunity employer and does not discriminate on the basis of race, color, religion, creed, sex, national origin, age, disability, pregnancy status, sexual orientation, gender identity, veteran status, marital status, genetic information, citizenship status, or other status protected by law.  In compliance with the Immigration Reform and Control Act of 1986, we will hire only U.S. citizens and aliens lawfully authorized to work in the United States (if the position is or will be one which is subject to U.S. law). We will provide reasonable accommodation for qualified individual with a disability where appropriate.

 

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