Company highlights:

• Recognized industry leader: #10 in Mass Transit and Rail by ENR and #13 in Transportation
• Stability: We were established in 1915!
• Work-Life Balance: You will be able to work remotely and take advantage of our flextime policy
• Mentorship: Develop and guide junior engineers and technicians
• Culture of Learning: 100% tuition reimbursement and access to our comprehensive Learning Network

Principal Responsibilities and essential functions

• Provides administrative assistance to office principal, senior management, and other staff within the office by:
• Answering and directing office main line phone calls,
• Maintain a welcoming, safe, and tidy reception area for clients, visitors, and staff,
• Receive and/or prepare deliveries and/or shipments,
• Sorting and distributing incoming mail and processing outgoing mail,
• Ordering equipment and office supplies, and maintaining supply inventory,
• Assisting with PE certification renewals,
• Updating lobbyist credentials,
• Processing conference, seminar, and training registrations,
• Providing BST – eTime and eExpense support as needed,
• Scanning and submitting certificates of insurance,
• Ordering lunches and assisting with client meetings, conferences and executive staff visits in collaboration with senior management,
• Assisting with senior leadership travel arrangements,
• Working with building property management on office leasing matters, security access, parking, and work order requests (i.e., HVAC, maintenance, etc.),
• Handling of PE & office local business tax license renewals,
• Keeping company vehicle tag/registrations updated,
• Submitting monthly mileage logs for company issued vehicles,
• Routing business card order requests,
• Coordinating with office vendors and approve invoices,
• Preparing, attending, and documenting Office Principal meetings,
• Providing an effective communications link between the employees in the office and all company policies, procedures, directives, and activities,
• Keeping office resources functioning at optimal level including but not limited to office/ furniture space, supplies and office technology equipment,
• Coordinating directly with Shared Services staff and office staff to resolve information technology, human resources and operational matters impacting the office,
• Keeping OPS Team Leader and management informed of personnel problems, office resource and organizational needs,
• Assisting in preparing communications and responding to routine inquiries, routing complex questions, and supporting documentation/information to appropriate staff,
• Following up on outstanding matters as appropriate,
• Working with supervisors and/or delegates to perform new hire orientation and termination tasks,
• Coordinate and manage activities/ events, and oversee budget compliance of the Employee Engagement & Citizenship Program (EECP),
• Performing or managing duties of office Safety Coordinator(s) (organize safety trainings, equipment ordering, etc.),
• Keeping all office manuals and pertinent office documentation updated,
• Leading office sustainability programs,
• Providing general administrative and clerical support
• Manage and facilitate administrative staff by:
• Monitoring staff compliance with corporate requirements, guidelines, policies, procedures, and directives,
• Developing performance review goals and monitor progress for effective career development,
• Promoting innovation through best practices, consistency, and standards throughout the office,
• Exemplify and promote the best customer service for internal colleagues and external clients

Education and Licensing requirements

• Bachelor’s Degree preferred (or equivalent experience in related field)

Training, Skills, Knowledge and/or experience

• Minimum of 5 years of relevant experience
• Management and supervisory experience,
• Knowledge of accounting and contracting principles,
• Ability to learn, research, interpret, and apply information,
• Vision to identify, analyze, communicate, and implement process improvements,
• Exercise sound judgement and professional discretion,
• Strong organizational skills and attention to detail,
• Excellent interpersonal skills,
• Effective written and verbal communication skills,
• Ability to multitask and prioritize,
• Experience with onboarding and offboarding process and general HR guidelines,
• Proficient in Microsoft Office Suite/O365 applications,
• BST 10 experience would be preferred

Additional Notes

• Other duties may be assigned as necessary. Generally, office work environment. Must be able to sit or stand for extended periods of time. Must be able to be physically present in the office.

At Gannett Fleming, we believe in improving the lives of the people we serve. We believe in innovation and social responsibility. We believe in the diversity of our team and the creative solutions they provide. We believe in embracing change and emerging technologies while maintaining an unmatched standard of quality. We believe in creating an environment where employees can thrive at home and at work. We believe in engaging our employees, building lasting relationships with our clients, and, in turn, making a difference in the world.

We offer a comprehensive benefits program, which includes medical, dental, vision and life insurance, our tax-deferred 401 (K) savings plan, and the opportunity to incentive compensation for eligible positions. We are committed to your personal growth and professional development, so we offer tuition reimbursement, access to internal and external training programs and support active participation in professional organizations.

Gannett Fleming is an Equal Opportunity/Affirmative Action Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veterans’ status or other characteristics protected by law.

Unsolicited resumes from third party agencies will not be accepted.

Location: Miami, FL

Core Business Hours: 8:00 AM – 5:00 PM
Employment Status: Full-Time

Internal Requisition ID:2023-9768

Salary Range: Salary dependent upon experience and geographic location

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Please be advised that Gannett Fleming may require you to attest to your vaccination status and provide proof of Covid-19 vaccination. Regulatory requirements remain fluid at this time and Gannett Fleming will abide by Covid-19 mandates impacting our business as well as meet the requirements of our clients. Valid religious and medical exemptions will be reviewed and considered in accordance with applicable law.