Overview
Administrative Specialist (Part-Time) Jobs in Middlesboro, KY at Commonwealth of Kentucky
Company Description
At Coffman Engineers, we serve as both prime consultant and sub consultant on projects large and small, including commercial, retail, institutional, government, industrial, and project/construction management. Incorporated in 1979, we have employees in more than 23 locations serving clients across the United States and overseas.
To meet client objectives and to integrate our many disciplines, we can create teams comprised of civil, structural, mechanical, electrical, fire protection, and corrosion control, as well as commissioning professionals. This ability has made us a leader in the engineering and construction communities, and has strengthened our reputation as being progressive, innovative, and a great place to work.
Job Description
Coffman Engineers is seeking a reliable, detail-oriented Administrative Assistant with at least 3 years of experience to join our Guam office in a key part-time role. If you’re an organized multitasker who enjoys working in a collaborative and dynamic environment, we’d love to hear from you!
As the first point of contact for clients, guests, and team members, you’ll play a vital role in keeping the office running smoothly. This position offers a wide variety of responsibilities that go beyond everyday admin duties. You’ll develop your problem-solving skills and work more independently. Plus, you’ll be part of a family-oriented team that values flexibility and growth!
Key Responsibilities:
Be the welcoming face of the Guam office, managing front desk activities, greeting guests, and directing calls.
Ensure the office remains clean and organized, while managing routine A/C, and carpet maintenance.
Provide administrative support including word processing, formatting specifications, document prep, and proofreading.
Process base pass request for engineers and visitors from other offices (AAFB, Camp Blaz, Navy).
Manage and log incoming RFPs (Request for Proposals) from contractors, ensuring due dates are tracked and met.
Assist the PM with proposal writing and inputting into the tracking system.
Responsible for tracking and creating monthly expense reports through SAP Concur.
Manage office supplies, SWAG, and snack supplies.
Arrange travel and hotel accommodation.
Organize office events and activities.
Maintain and organize digital and paper files.
Write and balance checkbook, then submit to accounting.
Attend meetings with Admin Supervisor and Marketing team.
Support internal teams with various administrative, project, and proposal related tasks.
Other responsibilities include HR support, managing vehicle/condo logistics, renewing Business/PEALS licenses (including Guam Use Tax and annual tax submissions), and providing basic IT troubleshooting.
Qualifications
3+ years of administrative experience in a professional office setting.
Proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook)
Familiarity with SpecsIntact and Master Specs is a plus.
Strong communication, organization, and attention to detail.
Friendly, approachable, and customer service oriented.
Comfortable working independently and as part of a team.
Basic accounting knowledge is a plus.
Additional Information
Why Work at Coffman?
You could choose to work anywhere, so why work at Coffman Engineers? Because we believe our culture of excellence, unique business model, and employees set us apart. Simply stated, we are a group of creative, high-performing people who like working together and who believe that what we do makes a difference. Employees say it feels like working with a group of friends in a small office while enjoying the benefits and perks of working for a large firm. Our culture isn’t the only thing that makes us different, but it drives everything we do.
Coffman offers comprehensive benefits, a flexible PTO program, supportive office environment, professional development opportunities, and regular employee activities (breakfast, wellness activities BBQs, and various social and community activities). But the best part of working at Coffman is being in an environment that allows you to be yourself, be respected, and work alongside other intelligent, motivated people, while you impact the built environment around you!
Don’t take our word for it. Check out what others are saying: http://www.glassdoor.com/Reviews/Coffman-Engineers-Reviews-E409809.htm
Coffman At A Glance:
45 years in business
850+ employees serving clients throughout the U.S. and overseas from more than 23 locations
Multidiscipline engineering services plus corrosion control, commissioning and project/construction management
#34 Top 80 Engineering Firms, Building Design+Construction, 2022
#29 Zweig Group Hot Firm List, Zweig Group, 2021
#157 Top 500 Design Firms, Engineering News-Record, 2023, 2024
#1 Hawaii’s Healthiest Employers, Healthiest Employers, 2020
Applying
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This position is direct with Coffman Engineers; we are an Equal Opportunity and Affirmative Action Employer of Minorities/Females/Veterans/Disabled individuals.
Follow Us!
www.coffman.com
Twitter: @CoffmanEngineer
Instagram: @CoffmanEngineers
LinkedIn: https://www.linkedin.com/company/coffman-engineers
Facebook: @CoffmanEngineers
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Title: Administrative Specialist (Part-Time)
Company: Commonwealth of Kentucky
Location: Middlesboro, KY
