Administrative Assisstant

Job Description:

What we do

Wescom Solutions provides systems engineering, construction management, and operations support services to the rail transit industry. Our mission is to help transit authorities enhance their system capabilities, capital program execution and operational efficiencies in the safest, and most time- and cost-efficient manner.

Why Wescom Solutions

At Wescom Solutions we're not just offering a job; we're inviting you to be a crucial part of our dynamic culture. Here's why working with us is a unique and rewarding experience:

Make a Real Impact:

• In a small business, your contributions don't get lost. You'll play a pivotal role in shaping our success from day one.

Flexibility and Agility:

• Say goodbye to rigid structures. At Wescom Solutions, we embrace flexibility and adaptability, allowing you to thrive in a creative and dynamic work environment.

Learning and Growth Opportunities:

• A small business is a breeding ground for learning. Expect to wear multiple hats, take on new challenges, and grow both personally and professionally.

Direct Communication Channels:

• Skip the hierarchical ladder. Here, your ideas and suggestions are heard directly. Open communication is not just encouraged; it's essential to our success.

Ready to be a part of something big in a small package? Apply now and help provide "Solutions for Tomorrow's Connections".

Position Summary

Wescom Solutions is looking for a highly motivated individual who is eager to join a small, talented, and driven team. Working for a start-up firm means wearing many hats and being able to adjust to the ever-changing environment, while taking on new tasks and responsibilities as the company grows. The right individual will have a go-getter mind set, is adaptable to change, and is able to work independently as well as part of a team. Experience and/or interest in the transit engineering industry is a plus.

This position involves, while under limited supervision, providing specialized administrative support to officers, managers, and the team. Responsibilities include maintaining schedules, arranging meetings and travel, managing correspondence, and performing other duties as needed. The ideal candidate is comfortable utilizing software like Outlook, Word, Excel, PowerPoint, and others. The role emphasizes teamwork, requiring strong attention to detail, solid writing skills, and effective communication skills to support both internal teams and clients. Key duties also include assisting with proposal development processes, invoicing, time sheet and expense management. An ideal candidate will be adaptable to change as additional responsibilities may be assigned.

This is a fully remote position with expected occasional travel to worksite as needed.

Essential Duties and Responsibilities

• Schedule appointments, prepare correspondence, receive and direct calls
• Coordinate and schedule meetings, prepare agendas, and manage travel logistics
• Coordinate and schedule travel to conferences and events
• Organize and coordinate office and team events
• Compile and distribute meeting notes, action items, and feedback
• Assist with proposal preparation and submission for new pursuits
• Provide project management support including document review, invoicing, and project tracking
• Track and renew local, state and federal certifications as necessary
• Assist with invoice preparation and expense coding for projects
• Prepare reports and presentations, gathering and summarizing a variety of data from multiple sources, and using the appropriate software for word processing, graphics and spreadsheets
• Assist with the preparation and processing of various documents including specifications, reports, presentations, contracts, and letters
• Prepares and submits expense reports on behalf of office staff, securing and maintaining supporting documentation and ensuring accurate coding of expense items
• Track and process expense reports for reimbursement and follow up as needed
• Coordinate acquisition, distribution, and inventory of materials, supplies, and equipment
• Assist setting up new hires with company software, systems, and equipment
• Deliver new hire orientation as needed
• Organize and maintain office files (electronic and hardcopy) in accordance with retention policies
• Perform other related projects and duties as assigned

Requirements

Qualifications (Knowledge, Skills, and Abilities)

• Bachelor’s degree in business, marketing, communications or appropriate field, or High School Diploma with 3+ years of relevant experience
• 2-10 years administrative or related experience
• Previous experience in government contracting and/or engineering consulting industry highly preferred
• Working knowledge of engineering, procurement, and construction management consulting industry highly desired
• Ability to work independently and effectively in a team environment and collaborate on assignments
• Excellent attention to detail, planning, time management, and organizational skills
• Ability to balance multiple tasks, adapt to changing priorities, and work within tight deadlines
• Self-starter capable of working independently with minimal oversight
• Excellent interpersonal and communication skills
• Strong writing skills, proficient in editing and proofreading for grammar and clarity
• Strong experience working in Microsoft Word, Excel, Outlook and PowerPoint
• Critical and analytical thinking skills applicable to various scenarios
• Handle stressful situations with professionalism and composure
• Committed to delivering exceptional client service, both internally and externally

Wescom Solutions is an Equal Opportunity Employer and complies with ADA regulations as applicable.

www.wescom-solutions.com