Wiss, Janney, Elstner Associates, Inc. (WJE) is looking for an Administrative Associate to support our team located in Indianapolis, Indiana. Administrative staff at WJE are encouraged to take on responsibility, seek challenges, and find efficiencies and innovation in the tasks of the position. A successful person in this role will demonstrate strong organizational skills with exceptional attention to detail and a strong ability to adapt to changing priorities and project demands from multiple staff members, all while maintaining superior interpersonal skills. Many of the duties of this role will include office administration alongside the unit manager. Additionally, some of the demands include high-level administrative projects, requiring initiative, independent thinking, and the ability to synthesize complex concepts clearly and accurately. Advanced writing and proofreading skills are essential. This role will also routinely include collaboration with other WJE offices within the Midwest and specifically staff in our growing presence in Nashville, TN.WJE is a global firm of engineers, architects, and materials scientists committed to helping solve, repair, and avoid problems in the built world and construction industry. Since 1956, our applied experience from more than 175,000 projects and our state-of-the-art laboratory and testing facilities have made WJE a leader in providing innovative yet practical solutions to the clients we serve. Staff in our Indianapolis office have worked on a wide range of notable projects including the Indiana World War Memorial Facade Restoration, Gainbridge fieldhouse roofing and masonry repairs, Victory Field Roofing repairs, Purdue University Mackey Arena, and damage assessments of the Nashville Christmas Day Bombing in 2020. Responsibilities:
- Works alongside the Unit Manager of the Indianapolis office to maintain, foster, and continue to develop an efficient and effective work environment for employees
- Identify routine operational needs of the office that can be better organized and more efficiently completed. This may include developing and innovating new tools and methods for operation of the office that have not been previously considered
- Assists with business development activities in Midwest markets including Indiana, Kentucky, Western Ohio, and Tennessee, alongside unit staff and unit manager
- Prepares marketing materials (e.g. project profiles, personnel resumes, posters, and graphics) for use in developing new business and showing client appreciation
- Performs general office functions, such as processing correspondence and packages; managing office supplies and equipment; scanning, copying, printing, and filing documents, etc.
- Coordinates internal staff meetings, webinars, lunch presentations, conference calls, and office outings/activities alongside the Unit Manager and staff.
- Works closely with other administrative associates from offices nationwide to ensure the flow of work, effective communication, and a cohesive team environment
- Employs word processing, proofreading, editing, and formatting skills to support billable professionals (architects and engineers) in developing project documents in accordance with the firm's format and writing standards; documents could range from proposals, meeting minutes, and letters to comprehensive and technical reports of varying length, specifications, and professional publications
- Assists architects and engineers with administrative project responsibilities such as developing and maintaining a project database, researching historic building information, project correspondence, project scheduling, budget tracking, billing, and client contact
- Assists in compiling qualifications submittals in response to Requests for Proposals (RFPs) and Qualifications (RFQs) and maintaining information on pre-qualification documentation
- Assist with onboarding and recruiting efforts of new employees including summer interns and full-time employees
Requirements:
- Bachelor's degree (communications, marketing, business, technology, or similar a plus) with at least one year of prior administrative work experience or prior internships preferred.
- Experience and proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint required
- Strong organizational skills with exceptional attention to detail
- Excellent writing skills with an emphasis on editing and proofreading
- Ability to multi-task and adapt to changing priorities and project deadlines
- Strong interpersonal skills with the ability to work with diverse professionals at all seniority levels in a fast-paced environment
- Proactive problem-solving skills and willingness to take on various responsibilities
- High capacity for learning, retaining new information, and independently executing processes
- Curiosity and a passion for learning and a willingness to creatively solve problems
Preferred Skills
- Previous experience with AEC or graphic design software including but not limited Bluebeam, AutoCAD, Revit, Sketchup, Adobe Photoshop, Matterport, or similar.
- Previous experience with business development or marketing in the AEC industry.
- Previous experience with photography or graphic design.
Physical Requirements:The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. This position requires visual acuity and listening ability along with the ability to read and write. Individuals must have the dexterity to be able to operate office equipment such as computers, printers, copiers, telephones, voicemail systems, and other office equipment. The position requires the ability to remain for extended periods at a workstation, as well as the ability to lift 25 pounds.Annual starting base salary (gross): $45,000 - $65,000. Actual salaries will vary and will be based on several factors including consideration for a candidate's qualifications, skills, competencies, and proficiency for the role. Base salary is one component of our total compensation package for employees. WJE offers an industry-leading total rewards package that enables our employees to grow and thrive with comprehensive health and financial benefits including robust and affordable health plans, generous 401(k) matching and bonus programs, time off to care for yourself and others, and investments in employees' professional development, to name a few. More information on WJE's total rewards package can be found here. WJE is an Equal Opportunity Employer. We invite all qualified applicants to apply including individuals with disabilities, minorities, women, and protected veterans. (VEVRAA federal contractor) WJE will consider qualified applicants with criminal histories in a manner consistent with the requirements of Fair Chance Ordinances. More information can be found at Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities 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)