Administrative Associate III

Wiss, Janney, Elstner Associates, Inc.
401(k)
United States, California, San Francisco
Aug 29, 2025
Wiss, Janney, Elstner Associates, Inc. (WJE) is a national engineering and architectural firm that employs extraordinary people at all organizational levels. We engage highly skilled people with outstanding character and a strong desire to excel as members of the WJE team. WJE encourages people to be innovative, supports participation in professional activities, and provides a competitive compensation and benefits package. We have an opportunity for an administrative professional to join our administrative team supporting the staff in our Emeryville, CA office. This group currently is a staff of forty-five, who are involved in all aspects of WJE's work. Projects include investigation, repair and renovation of existing buildings, historic preservation and consulting on the construction of new buildings. Our administrative and technical staff work closely together at all stages of the project to provide our clients with excellent project support. Administrative staff are encouraged to take on responsibility and seek challenges in the position that suit their interests and professional goals. The successful candidate will be schedule-oriented and capable of producing consistent, high-quality work product. Typical Functions: Administrative Independently manages office related projects Proofreads, edits, and formats documents in accordance with the firm's or client's format and writing standards Assists Unit Managers, Project Managers, Project Controls administrative staff, and corporate accounting with a working knowledge of accounts receivable, accounts payable, purchasing, and office services Assists Project Managers and administrative staff with marketing needs, including coordinating information for responses to client requests for proposals and qualifications for new projects (including producing creative PowerPoint presentations) Assists project managers with managing project communications and coordination with subconsultants for certain projects (architecture, engineering, or construction firm background is beneficial) Works closely as a team member with other administrative associates to ensure quality of work and good communication, while also maintaining a cooperative environment Assists in the coordination of office tasks, which may include coordinating with building management, contacting vendors as needed, and working with our WJE Office Services group to provide staff with a vibrant working environment while maintaining fiscal responsibility Maintains office equipment and technical publications library, orders office supplies, researches new equipment, and coordinates project samples and shipping. Organizes and facilitates internal meetings and office events Handle initial response to new client inquiries and direct them to appropriate staff members Assists with copying, filing, scanning, binding, and miscellaneous office clean-up or local errands (e.g., FedEx, deliver equipment to staff) when needed Requirements: Bachelor's degree in a relevant field with at least 4 years of relevant office experience, an associate's degree with at least 6 years of relevant experience, or at least 10 years of relevant experience absent a degree Excellent customer service and interpersonal skills Attention to detail; thorough and quality-oriented with the ability to develop high quality work product within required deadlines Experience with Workday, Deltek Vision, Asana, Project Team, Bluebeam, or InDesign is a plus High degree of integrity, reliability, diplomacy and flexibility Advanced written and oral communication skills Adaptability to changing priorities and project deadlines Ability to multi-task and work effectively in an interdisciplinary team setting Ability to mentor and train less experienced staff Ability to lead complex projects from start to finish Able to take direction from Unit Managers, Administrative Coordinator, and Project Managers Advanced skills in all Microsoft Office applications with emphasis on Word, Excel, PowerPoint and familiarity with digital photo programs Excellent writing, editing, and proofreading skills Commitment to producing top quality work with exceptional attention to detail Strong organizational skills Ability to collaborate with administrative and project associates to prioritize work and meet project deadlines Ability to meet demands from multiple staff members in a fast-paced environment. Flexibility to work overtime as needed to meet deadlines Interest and aptitude to develop into a leader of our marketing, project controls, or IT needs for the office Culture, Compensation, and Benefits: Wiss, Janney, Elstner Associates, Inc. (WJE) is a global firm of engineers, architects, and materials scientists. Clients worldwide seek our expertise to solve the most significant, interesting, and challenging problems in the built world. Our applied experience from more than 175,000 projects combined with unparalleled laboratory and testing capabilities have made WJE a leader in providing innovative yet practical solutions to the clients we serve. Working at WJE is a team endeavor characterized by a culture of trust and personal responsibility. We encourage open communication, continuous learning, innovative thinking, ongoing mentoring, and free-flowing collaboration. We seek highly talented and hard-working individuals who want to be challenged, who want hands-on work, who want to set a higher standard, and who want to be mentored by the industry's most accomplished experts. People with outstanding Character, unwaveringCommitment to our core and culture, strongExpertise, and genuineEnthusiasm for their work. Learn more about the Extraordinary People we hire at WJE at www.wje.com/careers WJE offers a robust, total compensation structure, where the hourly rate is just one component of an employee's annual earnings. Additionally, employees may be eligible to receive overtime and variable compensation based on personal and company performance, often resulting in above-market annual earnings. Actual hourly rate will be based on several factors including consideration for a candidate's qualifications, skills, competencies, and proficiency for the role while remaining mindful of our commitment to internal equity. A good faith estimate of the starting hourly rate (gross) for this position is in the following range: $26.62 - $39.92 This non-exempt position is also eligible for WJE's industry-leading, total rewards package which enables our employees to grow and thrive with comprehensive health and financial benefits including: Robust and affordable health plans for employees and their families, including HSA as well as low and high-deductible PPO options Generous 401(k) matching of 110% for the first 6% of eligible pay vesting immediately Time off to care for yourself and others Investments in employees' educational assistance and professional development Learn more about WJE's total rewards package here. WJE is an Equal Opportunity Employer. We invite all qualified applicants to apply including individuals with disabilities and protected veterans (VEVRAA federal contractor). WJE will consider qualified applicants with criminal histories in a manner consistent with the requirements of Fair Chance Ordinances.