Administrative Assistant

At Rimkus, our Built Environment Solutions team operates on a global scale with the advantage of local expertise. Our licensed engineers, architects, and technical specialists bring deep knowledge of regional requirements and industry best practices, enabling us to deliver customized, high-quality solutions that maximize the success of our clients’ investments. With a comprehensive portfolio that spans nearly every engineering and architectural discipline, we help organizations plan, build, and manage assets with confidence.

What sets us apart is our forward-thinking approach. We integrate carbon footprint reduction, resiliency, maintainability, and long-term sustainability into everything we do helping clients not just meet today’s needs but prepare for tomorrow’s challenges. From design and pre-construction through construction, closeout, and ongoing operations, we provide tailored support at every stage. By identifying potential issues before they arise, we mitigate risks, extend asset life, and reduce costly unplanned repairs. Whether an asset is newly constructed, leased, or purchased, our innovative solutions empower clients to operate more efficiently and sustainably. Joining Rimkus means being part of a team that’s shaping the future of the built environment—one smart, resilient solution at a time.

Requirements

Overview

The Administrative Assistant, Built Environment Solutions is responsible for supporting their assigned business group by performing clerical and administrative duties for office personnel, including assisting with special projects as requested. They work under general supervision in the execution of assigned tasks.

Essential Job Functions

Matter-Specific Administration

• Receives incoming assignments and inputs into company system with accuracy and efficiency.
• Works within company system to ensure timely opening of new matters by tracking statuses and communicating with the Conflict Check team, proposal writers, and consultants when needed.
• Demonstrates professionalism in all client communications (via phone, email, or in-person).
• Maintains matter-related and general office files per company directives.
• May require efficient processing of proformas by coordinating with consultants in order to meet monthly deadlines and client expectations.
• May be responsible for ensuring the accuracy of client invoices and the prompt sending of invoices/potential supporting documentation to clients.
• May oversee matter-related item storage.

General Office Administration

• Answers phones and routes calls/messages in accordance with company procedures if required.
• Supports the business needs of the District Manager/Practice Leaders/other local management.
• Performs administrative duties for regional team as needed.
• Provides backup support to other administrative staff to accommodate PTO requests/overflow work.
• Responsible for proofreading, quality control, and distribution of outgoing work documents as needed.
• Coordinates the purchasing of office supplies, equipment, etc.
• Adheres to directives as outlined in the Built Environment Solutions Administrative Systems and Procedures Manual.
• Offers assistance to internal clients in the form of troubleshooting issues as requested.
• Attends and participates in monthly administrative conference calls.
• Performs other duties as assigned.

Required Education and Certifications

• Associate degree or higher desired.
• 3+ years’ experience in an administrative capacity.

Required Skills and Abilities

• Must be bilingual in French and English
• Must possess ability to understand corporate operations and procedures.
• Must be able to interact and communicate with individuals at all levels of the organization.
• Must possess excellent business writing, editing, and proofreading skills, as work requires continual attention to detail, establishing priorities, and meeting deadlines.
• Must have working knowledge of a variety of computer applications including MSWord, Outlook, Excel, PowerPoint, and Teams, as well as other technical software and database programs, such as SharePoint.
• Must have ability to analyze and understand information and ideas presented in writing or communicated verbally.
• Must be able to respond in writing or verbally to matter-specific and general inquiries from management, peers, clients, and external vendors.
• Must have strong interpersonal skills.
• Must have the ability to handle confidential information.

The Salary Range for this position is $43,000 - $68,000 and is dependent on education, experience, location and certifications/licensure.

Physical Demands, Overtime, and Travel Requirements

Work is performed primarily in a physical or remote office setting. Employee is frequently required to stand, walk, sit, bend, crouch, hear, and talk (must be able to speak and communicate clearly with employees). Employee may lift and/or move up to 25 pounds. Clear vision and depth perception are also necessary.

This position is salaried with a non-exempt FLSA status. Regular working hours are 8 am to 5 pm, Monday through Friday, with one hour for lunch. There will be periods where overtime (or working outside of normal business hours) will be required, which the employee will need to comply with in order to meet the demands of the position.

Must have the ability to read, analyze, and understand information and ideas presented in writing. Must be able to respond, in writing or verbally, to matter-specific and general inquiries from management, peers, subordinates, clients, and external vendors. Must be able to produce and disseminate correspondence (i.e. emails, letters, etc.) as requested.

Travel Requirements – Not expected for this position.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability
• Training & Development