GEI a Way of Life

When you’re doing what you love and working with great people, work becomes less like a job, and more like a way of life. Here at GEI Consultants, Inc. (GEI) we have been fostering growth and creativity for nearly 50 years. Our culture is one of collaboration and support. If you are passionate about your field, excited about learning, and constantly looking for ways to innovate, we’d love to have you join the GEI family. 

Who are we?

GEI is an employee-owned, leading consulting engineering and environmental firm ranked #88 in the ENR top 500 (2020). We partner with hundreds of government, energy, industry and institutional clients, and have completed 50,000 project engagements throughout the United States, Canada, and more than 20 other countries. We are sought out for our ideas, our creativity, and most of all, for the quality and character of our people. Get to know us better by visiting GEI’s career site here.

Job Description

GEI Consultants, Inc., P.C. (GEI) is seeking an Office Administrator/Project Assistant (OA/PA) to assist in office administrative tasks associated with maintaining the operation of GEI’s Huntington Station Office and supporting GEI project teams to deliver high-quality work products to our clients. The OA/PA will work closely with Senior Leaders, Project Managers, Office Health & Safety (H&S) Coordinator, and Technical and Marketing Staff to ensure project deliverables and documentation are maintained to corporate standards and policies.  This individual will act as an editorial assistant and complete proofreading and formatting of technical documents. The successful candidate for this position will be responsible for a wide-variety of tasks that will ensure efficient operation of our fast-paced office.

Essential Responsibilities & Duties

Project Assistant Responsibilities and Tasks

• Perform project assistant duties as follows:
• Assist with document quality control to ensure all corporate quality standards are achieved.
• Assist Office H&S Coordinator with GEI’s H&S Guidelines, preparation of H&S Plans, updating Office Emergency Action Plan, and updating Office COVID Compliance Plan.
• Prepare Excel spreadsheets and other financial and data reports as required.
• Prepare reports and other documents as required. Accurate proofreading and formatting documents consistent with corporate guidelines.
• Assist with vendor qualification requests.
• Assist staff with maintaining Certificates of Insurance for projects.
• Complete other project-related and technical duties as assigned.

Administrative Responsibilities and Tasks

• Receptionist responsibilities including the following:
  • Answering and forwarding phone calls and assisting visitors.
  • Being generally knowledgeable about staff schedules so callers and visitors are correctly informed about someone’s whereabouts by maintaining both in-office and office Outlook calendar.
  • Maintaining and distributing office phone list.
  • Process incoming and outgoing mail and packages.
• Document preparation and production responsibilities including the following:
  • Word processing of documents.
  • Scan and save electronic materials, as requested.
  • Scanning, copying, printing, collating, binding, and distributing hard copies of project reports, proposals, and other documents.
  • Maintaining electronic project and general files.
  • Assisting with document QA/QC compliance guidelines.
• Maintain functionality of the office, including:
  • Communicating and coordinating with building landlord and maintenance staff.
  • Ordering and maintaining office/kitchen supplies.
  • Keeping office equipment in good working condition and ordering necessary supplies for copiers, printers, and plotters.
  • Assisting Office H&S Coordinator with maintaining a supply of H&S PPE for staff and ordering specialized equipment, as needed.
  • Schedule meetings, reserve and maintain conference rooms.
  • Coordinate catering/food orders for meetings and restaurant reservations. Assist in organizing and coordinating office events, such as holiday parties.
  • Depending upon COVID restrictions/requirements, assisting with travel arrangements including hotel, rental car, and plane reservations; and work with local hotels to get negotiated rates for travelers.
• Assist with other duties, as needed, including:
  • Coordinating the onboarding & offboarding process for employees, including helping them complete their paperwork, check-ins and setting up their office space.
  • Ordering GEI merchandise for clients and GEI clothing for employees.
  • Coordinating and assisting IT with staff laptops, desk phones, mobile phones, Wi-Fi, reception monitor updates and other IT-related office tasks.
  • Registering staff for attending various networking/business development, technical and charitable events, and maintaining tracking spreadsheet.
  • Processing donations and sponsorships for various technical and charitable organizations and maintaining tracking spreadsheet.

Minimum Qualifications

• Strong attention to detail and interpersonal skills. Excellent organizational, grammar, punctuation and spelling skills are required, as well as outstanding verbal and written communication skills.
• Advanced Microsoft Word, Excel, PowerPoint, and Adobe skills; including automating documents, formatting, and accurate proof reading.
• Licensed Notary Public in the State of New York.
• Associate’s or Bachelor’s degree (accounting, business administration, sciences, or similar preferred) with 5+ years of office experience.
• Valid driver’s license required.

Benefits

• Market-Competitive Compensation
• Comprehensive Benefits Program, including Medical, Dental, Vision and More
• Continuing Education Assistance and Tuition Reimbursement
• Professional Development and Opportunities for Advancement
• Paid Holidays and Paid Time Off
• Rewards and Recognition
• GEI-Funded Profit Sharing and 401(k)
• And More…

 GEI is an EEO/AA/M/F/Vet/Disability employer