Administrative Assistant

Join Rimkus and unlock your potential with endless opportunities for growth, learning, and making a difference!Rimkus ( is a worldwide leader in Engineering and Technical Consulting. Rimkus experts specialize in building envelope engineering, forensic consulting, dispute resolution, construction management services, and solutions built for the environment.NOW IS THE TIME to join this growing and stable company! We offer our full-time employees a competitive salary, bonus opportunities, and a full benefits package that includes medical, dental, vision, life, disability, employer-matching 401(k), and opportunities for advancement!In this role you will, supports the business group and/or specific operating department by performing clerical and administrative duties for office personnel. Prepares letters, emails, and spreadsheets. Maintains job files and business records, coordinates meetings, and assists with special projects. Reviews other confidential client communications. Process and distribute incoming mail, greet visitors, answer phones, and route calls to office personnel. Provides specialized administrative support to the District Manager or department head. Works under general supervision in the performance of assigned tasks.Matter Specific AdministrationPrepares general correspondence and emails. Receives incoming matter assignments, addresses all elements of matter sheet, and inputs assignment into company systems with accuracy. Communicates with clients on a professional levelEnsures timely review of invoices and submits to clients via email or client portal. Maintains matter-related and general office files per company directives (hard copies, electronic, archived, vendor files) and other files related to the company's businessDepending on office size, may oversee evidence storage, evidence records, and process legal subpoenasGeneral Office AdministrationSchedules and organizes activities such as meetings, and other activities for all members of the department or business groupProcesses matters and check requests, and third-party invoicesAnswer phones and route calls to office personnelWork in conjunction with other administrative staff in the officeMay assist the District Manager and Business Development Manager with client collectionsAdheres to directives as outlined in the Administrative Systems and Procedures ManualAttends and participates in monthly region administrative conference callsPerforms other duties as assignedRequirementsMust have strong interpersonal skills, including professional tact and diplomacy. Must be able to handle sensitive and confidential informationMust be able to understand departmental operations and proceduresMust be able to interact and communicate with individuals at all levels of the organization. Must have working knowledge of a variety of computer software applications including word processing, spreadsheets, email, and presentation software (MSWord, Excel, Outlook, PowerPoint, and Teams), and other technical software and database (SharePoint, etc.) programsMust possess good business writing, editing, and proofreading skills; work requires continual attention to detail, establishing priorities, and meeting deadlines. Must have the ability to read, analyze, and understand information and ideas presented in writingMust be able to respond written or verbally to job-specific and general inquiries from management, peers, subordinates, clients, and external vendorsMust be able to produce and disseminate correspondence (i.e. emails, letters, etc.) as requested. REQUIRED EXPERIENCE, EDUCATION and CERTIFICATIONS:High school diploma with some collegeAssociate degree or higher desiredMinimum of 3 years' experience in an administrative capacityExperience in legal, construction, insurance industries a plusPHYSICAL DEMANDS, OVERTIME, and TRAVEL: Physical Demands - Work is performed primarily in an office setting. Employee is frequently required to stand, walk, sit, climb, bend, balance, stoop, kneel, crouch, talk, and hear. Employee may lift and/or move up to 25 pounds. Clear vision and depth perception are also necessary.Overtime - This position is salaried with a non-exempt FLSA status. Regular working hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, with one hour for lunch. There will be periods where overtime will be required, which the employee will need to comply with in order to meet the demands of the position.Travel Requirements - 0% Overnight travel? Hybrid or in office- depending on locationBenefitsHealth Care Plan (Medical, Dental & Vision)Retirement Plan (401k, IRA)Life Insurance (Basic, Voluntary & AD&D)Paid Time Off (Vacation, Sick & Public Holidays)Family Leave (Maternity, Paternity)Short Term & Long Term DisabilityTraining & Development