ADMINISTRATIVE ASSISTANT (LAND DEVELOPMENT)

ABOUT THE POSITION

Spalding DeDecker is seeking an organized and proactive Administrative Assistant to support our Land Development Department. This full-time, in-office role handles daily operations, project coordination, scheduling, and office logistics. Responsibilities include preparing proposals and reports, managing meetings and deadlines, and supporting internal communication across teams. Strong Microsoft Office skills, attention to detail, and a willingness to learn the civil engineering industry are essential.

REQUIREMENTS

Two years of administrative experience

A high school diploma or equivalent is required

An associate’s degree or equivalent combination of training and experience preferred; a Bachelor’s degree is welcome

Two years of experience with Microsoft Word and Microsoft Excel

Two years of experience with telephone etiquette

Working knowledge of Microsoft PowerPoint

Excellent spelling and grammatical skills.

Attention to detail, ownership of assignments, and the ability to meet tight deadlines are essential to the successful performance of this position.

Requires good oral and written communication skills, telephone etiquette, and tactful/diplomatic in all aspects of this assignment.

Complete all other duties as assigned.

Understanding or willingness to learn the Civil Engineering/Survey industry

Reliably commute to Rochester Hills

May travel to other locations with advanced notice (Grand Rapids, Novi, Lansing, Detroit)

TYPICAL DUTIES AND RESPONSIBILITIES

Assisting the Land Development department with daily coordination and scheduling logistics such as arranging meetings, responding to calls and messages, digital filing, and special assignments.

Project coordination roles such as attending meetings with design team members to prepare meeting minutes and track action items, and follow-up on logistical action items. Data input and tracking of Microsoft Planner, Google Keep, or other project management tools.

Setup of proposals and preparation, memos, reports, presentations, and Excel spreadsheets using the Microsoft Office software. Format Specs and transmittals.

Data entry into Vision/Vantagepoint, creation of file folders, and project tracking for project and proposal setup.

Provide a wide range of administrative support for Land Development staff and managers, which may include: Keeping track of the project’s due date calendar; permit applications; plotting and sending out or delivering plan sets; downloading and organizing shop drawings and other files; project site photos; file type or size conversions; proposal formatting and organization; other documents, reports, letter formatting, and setup; preparing desks/welcome for new hires; AR follow-up. printing, assembling, and mailing documents; scanning documents when needed; driving between offices when needed in special circumstances.

Support streamlining administrative processes and coordinating directly with administrative staff between offices.

Coordinate mail and UPS/FedEx outgoing mail, including permit submissions, and proposal delivery.

Maintaining conference room(s) and schedules as requested

Schedule/coordinate logistics and food for brown bags, guest lunches, and meetings (in-house and outside functions). Prepare/coordinate outings, lunch and learns, and new hire lunches.

Booking travel and lodging arrangements, and conference attendance.

Assist with marketing materials for conferences.

Coordinate with HR and administrative staff for new-hire materials (nameplate, business cards, desk/cubicle location, etc.)

Coordinate and communicate with building and facility staff, cleaning staff, and maintenance contractors, as needed.

Assist staff in the submission and resolution of IT issues and coordinate with IT.

Other duties as assigned.

WORK ENVIRONMENT/PHYSICAL DEMANDS

Job Type: Full-time, In-office position.

Schedule: Monday to Friday- 7:30 AM to 4:30 PM Core hours; some flexibility may be required when needed

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Essential and marginal functions may require maintaining the physical condition necessary for sitting for prolonged periods. The noise level in the work environment is usually moderate.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; stoop, kneel, crouch, or crawl.

TWO WAYS TO APPLY

Qualified candidates should forward resumes send via email (SDACareers@sda-eng.com)

If emailing, please include the position(s) applying for in the subject line.

Please – NO telephone calls. Thank you.

Spalding DeDecker is an Equal Opportunity Employer. We encourage minority applicants to ensure a diverse and well-balanced workforce.

Spalding DeDecker is a drug-free workplace. All employees participate in pre-employment, annual, and random screening for illicit drugs and alcohol.