Administrative Assistant/Financial Coordinator

Employer
Dewberry
Location
Fairfax, Virginia
Posted
Aug 19, 2021
Closes
Sep 21, 2021
Ref
9060
Industry
Consulting
Hours
Full Time
Dewberry is currently seeking a detail-oriented Financial /Administrative Coordinator to support the Fairfax, VA office. Typical assignments are diverse and require strong communication and collaboration skills. The role will perform financial/invoicing functions and administrative support to a fast-paced site/civil engineering group. This position will provide the opportunity to support our Business Unit Manager, and project managers/engineers with project account set-up, financial reporting support, progress reports and invoices, preparing business reports/slides, proofreading, project document support, specifications, as well as overall office administration.

The support provided is diverse and ranges from general office support duties to technical work that requires strong capabilities in MS Office Suite, specifically Word and Excel. This position requires flexibility, technological ability and strong client focus.

Dewberry is a leading, market-facing professional services firm with more than 50 locations and 2,000 professionals nationwide. What sets us apart from our competitors are our people. At Dewberry, we seek out exceptional talent and strive to deliver the highest quality of services to our clients. Whether you're an experienced professional or a new graduate, you'll have the chance to collaborate with the best and brightest and work on innovative and complex projects at the forefront of the industry. Our commitment to excellence stems from our personal integrity and from other defining attributes, which we call "Dewberry at Work," that have inspired our employees to be successful for more than a half-century.

Responsibilities

Financial Coordination Responsibilities:
  • Assist the Business Unit Manager and Project Managers with Accounts Receivable
  • Verify and update subcontract and contract documents for all subconsultants and enter in the financial management system
  • Assist Project Managers with coding and reviewing sub-consultant invoices
  • Assist Project Managers with progress reports, manual invoices and payment applications before month end
  • Routinely prepare and distribute financial reports (standardized, monthly, quarterly, annual and as needed)
  • Assist with day to day financial management of assigned project - including job/contract set up, coordinating contract review and job close out

Administrative Responsibilities:
  • Administrative support for professional and technical staff
  • Create, edit and maintain sp readsheets in MS Excel
  • Create, edit and maintain forms, templates, reports, specifications, and letters in MS Word
  • Create, edit and maintain presentations in MS PowerPoint
  • Compose and finalize reports and memos and transcribes notes
  • File and archive both electronic and hard copy project-related documents
  • Track department's leads using internal lead tracking software for proposals and change orders
  • Assist with delivering documents to permitting agencies
  • Manage incoming mail, assist with the packaging and coordination of mailing letters, site/hearing notices
  • Meeting and event coordination (schedule food and beverage services, set up virtual meetings, send reminders)
  • Manage travel, as needed
  • Ordering office and breakroom supplies
  • Handle sensitive information with complete discretion
  • Other administrative duties as required


Required Skills & Required Experience

  • Bachelor's degree preferred
  • Minimum of 3 years of experience in a technical office environment required
  • Experience working with Engineering or Architectural firm a plus
  • Expert level knowledge of Microsoft Office products including MS Word, MS Excel, MS PowerPoint, MS Outlook and Adobe Acrobat required
  • Must have strong mathematical skills for accounting and financial reporting
  • Must possess the ability to create improved work efficiencies through the effective application of technology
  • Must be service oriented and flexible with a "can do" attitude
  • Must be able to organize and prioritize workload as needed to meet schedules
  • Must presents a positive image of Dewberry in line with its overall brand

Core Competencies:
  • Listening skills
  • Problem solving
  • Customer service
  • Professional manners
  • Teamwork
  • Timeliness
  • Responsible
  • Adaptability
  • Excellent Computer skills

*At this time, Dewberry will not sponsor a new applicant for work authorization.

*Dewberry is an Equal Opportunity/ Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, gender identity or sexual orientation.

*Only recipients of an offer of employment from Dewberry, will be required to submit to a background screening which may include, but is not limited to, employment verification, educational and other credential verification, driving record check, criminal background check, and an investigative consumer report. These screenings will be conducted by Dewberry's background vendor of choice and will be conducted in compliance with all applicable federal, state, and local law.

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