Business Administration Specialist II - Billings Metropolitan Area, United States - KLJ Engineering LLC

Description

Job Description

· Perform administrative functions to support the company and office, which includes receptionist duties, answering telephone calls and emails, ordering and stocking of office supplies, sorting and distributing incoming and outgoing mail and packages, generating accurate and thorough documentation, preparing and providing copies of work product for assigned projects, and providing on-site catering or logistical support for meetings or events.

· Responsible for general office administration including office upkeep and liaison with building management for maintenance requests, issues (e.g. AC/Heat service), and building/parking access.

· Log and track admin help desk ticket support requests to assign, prioritize, and manage tickets to ensure efficient resolution.

· Perform the appropriate disposition and processing of accounts receivables, accounts payable, processing invoices, petty cash, and asset tracking for assigned office or area.

· Provide support for new hire onboarding, including the completion of I-9 documentation, supplying business cards, and ensuring all items that need to be at a new hire's desk or office are provided prior to their start date.

· Provide support for employee exit/departures by completing checkout list requirements including the return of all company equipment, inventory of company property and assets, putting away supplies, and submitting departure checklist to HR.

· Assist facilities with space assignment, preparing cubicles or offices for new hires, monthly seating map updates, and departing employee cubicle or office clean-up.

· Assist with the coordination of logistics for conferences and events.

· Under general guidance, provide project and proposal assistance to business practice areas that could include tracking of task orders, document preparation and control (electronic and hard copy), records management processes (filing, archiving), which could involve project-specific reports, data management, uploading of documents to project websites, project file structure assistance, and maintaining project procedures manuals, and workflows.

· Under general guidance, assist project or marketing leads with the tracking of RFPs and proposal timelines, and provide proposal delivery assistance including form completions, resumé requests, and printing assistance.

· Maintain quality control standards and procedures for generating accurate and precise project-related records using the ERP, spreadsheets, databases, and/or software.

· As appropriate, attend project-related meetings to inform the team regarding the current status of assigned project deliverables and following up on any identified actions as discussed.

· Exercise responsible and ethical decision-making regarding company funds, resources, and conduct, and adhere to KLJ's Code of Conduct and related policies and procedures.

· Perform additional responsibilities as required by business needs.

What you'll need

· Associate's Degree in Business Administration or closely related discipline, (or demonstrated proven equivalent experience).

· 1 to 3 years of business experience, preferably in an Administrative or Office Support capacity.

· Familiarity with business support administrative principles, practices, methods, and their application to project work-related issues within the professional services and consulting industry.

· Familiarity with Oracle or like ERP preferred (but not required).

· Effective interpersonal and communication skills when interacting with others, expressing ideas effectively and professionally to a technical and non-technical audience.

· Effective self-leadership with attention to detail, accuracy, multi-tasking, and prioritization of responsibilities in a dynamic work environment.

· Ability to work independently with limited supervision and guidance, as well as part of a team to meet business objectives.

· Basic proficiency with technical writing, software and technology, spreadsheets, MS Excel, pivot tables, formulas, data format/sort/filter, and tools.

· Ability to work schedules conducive to project-specific requirements that may extend beyond the typical work week.

· Occasional travel may be required depending on project-specific requirements.

Physical Requirements

The physical demands described represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities.

The employee is regularly required to:

• Sit, stand, walk, stoop, kneel, twist, crouch, and crawl

• Use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms

• Talk or hear and communicate clearly

The employee must:

• Be able to walk on uneven terrain up to three miles per day

• Frequently lift and move up to 25 pounds and occasionally lift and move up to 75 pounds

Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.

What else you need to know

This job description is not meant to be all-inclusive or restrictive and other duties may be assigned. It is a description of the job as presently defined and is subject at any time to revision. This document is intended to describe the general nature and level of work being performed by individuals assigned to this classification. This is not to be construed as an exhaustive list of all responsibilities, duties, and skills required. Individuals may be required to perform duties outside of their normal responsibilities, as needed.

At KLJ, we have a vested interest in the personal, financial, and professional goals of our employees. The salary for this position is expected to range between $18-24/hour. Factors that may be used to determine actual salary include education (or applicable experience), training, job location, competencies relevant to the role, and internal equity. We offer a competitive full suite benefit package including health, dental, vision, and life insurance, performance bonus, 401k, employee stock ownership program and a flexible work environment that gives you options to support excelling both professionally and personally. The options available for the current year are described at

All applicants must be authorized to work in the US, without employer-sponsorship. KLJ does not sponsor individuals for employment-based visas and does not participate in any OPT training program.

KLJ will not be partnering with third-party recruiters on this position. Please review our third-party recruiting policy at

Position will be posted until filled.

Who we are

Here at KLJ, we are Safe, Inclusive, Learners, Performers and Owners. We care that you get home safely. Every person, every idea, and every voice matters. We encourage personal and professional growth. We celebrate performance. As a 100% employee-owned firm, your decisions and efforts will help shape OUR great company.

Why work at KLJ

KLJ Engineering might be just the company you have been looking for. We are that perfect size – not so big that you become a number, not so small that our resources are limited. Here, you can be you, in all your engineering, surveying, planning and scientist glory. Just as you are. We embrace how much you love engineering, because we love it too. We love it when a road curves just right, when we see a familiar water tower on our drive home, or when we consider the fiber in the ground connects us to our friends and family. If you are looking to join a great firm, with amazing technical talent, we know just the place, here at KLJ.