Business Administration Specialist II

The Business Administration Specialist II provides day-to-day on-site administrative support to office staff, including performing receptionist duties and handling administrative functions of the office. This role also supports basic-level technical project and proposal work for a practice area (e.g., Aviation, Municipal, Transportation), ensuring that responsibilities are executed in a timely manner with a level of quality and customer service that meets or exceeds all professional standards.

Essential Functions:

• Perform administrative functions to support the company and office, including receptionist duties, answering telephone calls and emails, ordering and stocking office supplies, sorting and distributing incoming and outgoing mail and packages, generating accurate and thorough documentation, preparing and providing copies of work product for assigned projects, and providing on-site catering or logistical support for meetings or events.
• Responsible for general office administration, including office upkeep and liaison with building management for maintenance requests, issues (e.g., AC/Heat service), and building/parking access.
• Log and track admin help desk ticket support requests to assign, prioritize, and manage tickets to ensure efficient resolution.
• Perform the appropriate disposition and processing of accounts receivables, accounts payable, processing invoices, petty cash, and asset tracking for the assigned office or area.
• Provide support for new hire onboarding, including the completion of I-9 documentation, supplying business cards, and ensuring all items that need to be at a new hire's desk or office are provided prior to their start date.
• Provide support for employee exit/departures by completing checkout list requirements, including the return of all company equipment, inventory of company property and assets, putting away supplies, and submitting departure checklist to HR

Qualifications:

• Associate's degree in Business Administration, Office Management, or a related field.
• Minimum of 2-3 years of experience in an administrative role, preferably within a civil engineering or related industry.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.
• Attention to detail and problem-solving skills.

Preferred Qualifications:

• Experience with project management software and CRM systems.
• Knowledge of civil engineering terminology and processes.

Working Conditions:

• This position is primarily office-based with occasional travel to project sites as needed.
• Standard working hours with some flexibility required for meeting deadlines and supporting events.

Additional Requirements:

• Valid driver's license and ability to travel as needed for project work.
• Physical capability to walk up to two miles on uneven terrain, frequently lift/move up to 10 pounds, and occasionally lift up to 25 pounds.
• Specific vision abilities required include close vision, color vision, depth perception, and focus adjustment.

Work Environment: This is a full-time position requiring a 40-hour workweek.

KLJ Engineering values diversity and is committed to creating an inclusive environment. We encourage all qualified individuals to apply. Reasonable accommodations are available for candidates with disabilities.

Other Duties:

This job description is not meant to be all-inclusive or restrictive and other duties may be assigned. It is a description of the job as presently defined, and is subject at any time to revision. This document is intended to describe the general nature and level of work being performed by individuals assigned to this classification. This is not to be construed as an exhaustive list of all responsibilities, duties, and skills required. Individuals may be required to perform duties outside of their normal responsibilities, as needed.

At KLJ, we have a vested interest in the personal, financial, and professional goals of our employees. We offer a competitive full suite benefit package including health, dental, vision, and life insurance, 401k, employee stock ownership program, and a flexible work environment that gives you options to support excelling both professionally and personally.

Applicants must be authorized to work in the US, without employer-sponsorship. KLJ does not sponsor individuals for employment-based visas and does not participate in any OPT training program.

KLJ will not be partnering with third-party recruiters on this position. Please review our third-party recruiting policy at www.kljeng.com/careers.