Janssen & Spaans Engineering (JSE) is looking for an Administrative Assistant with Document Control responsibilities. This will include a variety of administrative and clerical tasks. Duties include providing support to our managers, employees and clients, assisting in daily office needs and managing our company’s general administrative/document control activities. Previous experience as an administrative assistant, document control, and familiarity within the Civil Engineering industry is preferred.
Job Description:
- Answer and direct phone calls in a professional manner: calls are light
- Process Electronic Records Management (ERM) documents using RIB-CX’s records management system: similar to other ERM software programs
- Process incoming and outgoing documentation, communicating with design engineers and the contractor’s point of contact.
- Enter submittals and responses into ERM and hard-copy file: Design, RFI, SHOP, NDC, etc.
- Organize and schedule appointments
- Write and distribute email via Microsoft Outlook.
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Order office supplies and distribute
- Submit and reconcile expense reports
- Provide general support to visitors
- Act as the point of contact for internal and external clients
- Liaise with senior administrative assistant, managers, and CEO’s.
- Assist with event coordinating
- Maintain: building maintenance and house cleaning staff
Desired Skills and Experience:
- Proven experience as an executive administrative assistant, administrative assistant, or office admin assistant
- Experience with document control via InEight, Aconex, ProCore, or similar ERM software programs
- Strong organizational skills with the ability to multi-task
- Excellent written and verbal communication skills
- Proficiency in MS Office (MS Word, MS Excel and MS Outlook)
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem-solving skills
- Working knowledge of office equipment
- Assist with coordinating bi-weekly and special events.
- Communicate and schedule building maintenance needs
- Communicate with and monitor house cleaning staff
- High School degree
A culmination of Road and Bridge Engineers, CAD Techs, Surveyors, and Project Managers, JSE thrives on pushing the industry forward one project at a time. Led by an excellent leadership team and a strong supporting staff, JSE continues to grow in the Transportation and Structural Engineering industry. JSE offers absolute commitment to provide the highest quality road, bridge, and small structure design services to ensure that INDOT’S needs are continuously met, and the required submittals are delivered on schedule.
We strive to support our team members everyday through excellent communication and optional, quarterly, all-inclusive team outings to sporting events, entertainment venues, and holiday celebrations.
JSE offers an excellent comprehensive benefit package including health, dental, vision and life insurance. Our package also offers flexible spending accounts, health savings account, and 401(k) with an Employee Stock Ownership Program.
All Roads Leads to JSE! We are always searching for new, exciting, and exceptional! We look forward to you joining our team of talented, dedicated, and award-winning engineers!
Employee Status: In-Person, Regular, Full-Time (Monday-Thursday 7-5, Friday 8-12)
Primary Location: Indianapolis, Indiana
