Administrative Specialist

Are you passionate about joining a company that is at the forefront of transforming transportation infrastructure and promoting sustainability within local communities? We’re actively seeking an Administrative Specialist to join our team based in Downtown Oakland, conveniently located near the 19th Street BART.  Our office of 25 is committed to positively impacting the communities we serve.

As an Administrative Specialist, you’ll play a pivotal role in supporting our team’s day-to-day operations and contributing to the success of various initiatives. The role involves managing front desk responsibilities, acting as the primary point of contact for visitors, and supporting administrative tasks, ranging from event planning, invoicing and project assistance. Which also includes occasional after-hour assistance for event coordination. You’ll also be an integral part of our six-person administrative team, based out of our Oakland and Walnut Creek offices, and a member of our companywide administrative professionals forum. 

Successful candidates will be organized and detail-oriented, value customer service, eager to jump in and support the team, and open to trying new tasks. This position requires 40 hours a week, in-person availability five days per week. If you’re excited about being part of a team and delivering great customer service, we encourage you to apply! 

Responsibilities

• Be the welcoming face of our team by greeting visitors, managing phone calls, and maintaining a professional office space, preparing meeting minutes, assisting with recruitment scheduling and other administrative responsibilities
• Provide general administrative support, including data entry, processing invoices, setting up projects in our invoicing system, and other general tasks 
• Assist Operations Managers with administrative duties as needed 
• Collaborate with and backfill for the Oakland and Walnut Creek administration team, including travel to the Walnut Creek office as needed
• Coordinate meetings, events, and travel arrangements 
• Manage project-related paperwork, such as insurance certificates and business certifications  
• Contribute to companywide administrative initiatives aimed at enhancing collaboration and services  
• Handle credit card reconciliation and prepare petty cash reconciliation statements
• Process accounts payable expenses, create check requests, and address accounts payable inquires
• Order lunch for office trainings/meetings and order snacks/drinks  
• Execute duties with a customer service and problem-solving attitude

Qualifications (a college degree is not required for this position)

• 2 years of experience working in a professional business environment 
• BS/BA in Business Administration, Management, Accounting, or a related field, or equivalent work experience  
• Intermediate to advanced proficiency in Adobe Professional, Microsoft Office Suite, including but not limited to Microsoft Excel
• Familiarity with accounts receivable and accounts payable processes, and data entry  
• Collaborative and solutions-oriented mindset with a strong client focus and professionalism  
• Flexibility in managing requests in a fast-paced environment  
• Excellent time management and organizational skills   
• Commitment to high quality, accurate, and timely work 

Additional Desired Qualifications

• Knowledge of database reporting   
• Previous experience with Deltek Vision/Vantagepoint   
• Copyediting skills and proficiency in Adobe InDesign for graphics and design  
• Experience with project proposal process 

$25 - $30 an hour

Placement within the stated pay range will be determined based upon education, experience, and qualifications.

Benefit Highlights:

Medical, Dental, Vision, Life and Disability Insurance.

401(k) Plan with matching and profit sharing.

Flexible Spending Accounts.

Commuter Benefits.

Paid Vacation, holidays and sick leave.

8 weeks of Paid Parental Leave.

Mentoring and Career Development programs.

Research and Development group participation, and more.

EEO: Fehr & Peers is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment in the workplace. We welcome applicants of diverse backgrounds, and hire without regard to race, color, creed, religion, sex, gender identity or expression, sexual orientation, marital or parental status, national origin, ancestry, citizenship, age, disability, genetic information, political affiliation, military service or any other characteristic protected by law.

Nondiscrimination: Fehr & Peers ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act of 1964. If you need more information or special assistance for persons with disabilities or limited English proficiency, contact Human Resources .