Position Summary

Handles most daily office work independently and keeps the branch(s) organized and running well. Supports admin and may support project tasks.

Essential Responsibilities

Office, Facilities, and Document Support

• Manages correspondence, supplies; coordinates deliveries and basic repairs; keeps filing systems and records updated.
• Arranges for small repairs, coordinates with vendors for maintenance, and keeps an updated list of office assets and supplies.
• Prepares formatted reports and transmittals; tracks drawing revisions; ensures documents are filed correctly and can be retrieved quickly for audits or QA/QC checks.

Project, Financial, and Procurement Support

• Assists project teams with preparation of progress reports and other project-related documentation.
• Records project expenses, prepares basic reports, and follows up with accounting or suppliers about invoices and payments. Ensures accurate and timely documentation of all transactions.

HR, Client, and Compliance Support

• Books travel and helps set up new employees’ workstations or accounts.
• Organizes meetings and takes minutes; helps prepare tender documents and presentation materials for clients.
• Maintains accurate and complete branch license files, updates shared trackers and ensures all digital records and renewal confirmations are properly filed.
• Coordinates COI distribution for client contracts, assists with claims documentation, and ensures insurance files are complete and accessible.
• Perform other responsibilities as assigned.

Skills and Knowledge

• Communicates effectively with internal teams and clients by phone, email, and in person.
• Plans and tracks tasks, manages deadlines, and maintains clear filing systems.
• Comfortable using Word, Excel, PowerPoint, and Outlook for reports and presentations.
• Maintains digital and paper files for projects.
• Suggests improvements for organizing files or scheduling work.

Education and Experience

• HS Diploma and 2+ years or relevant experience; confident using Microsoft Office; organized and reliable. Or equivalent combination of education and experience.

Equivalent qualifications: An equivalent combination of relevant education, certification, and experience may be considered, as determined by management and Human Resources.

Credentials identified for this career level include:

• High school diploma or equivalent; associate degree a plus.
• Microsoft Office proficiency.

Physical and Environmental Demands

• Primarily an office-based role with occasional travel between REI offices as needed.
• Prolonged periods of computer use and frequent communication by phone, email, and in person.
• Ability to handle confidential information with discretion.