Administrative Assistant

Administrative Assistant – Missoula, MT

About DJ&A

DJ&A is a multidisciplinary consulting firm that delivers a wide variety of professional services to clients across the nation. Specializing in Transportation Design, Survey & Mapping, Sustainability, Site Development and Utilities, Construction Inspection/Management, Geospatial Solutions, Terrestrial LiDAR, 3D Scanning, Structural Design, Project Management, Community Involvement, Right of Way, and Environmental Compliance, we perform work in some of the most beautiful locations; National Forests, National Parks and Monuments, campgrounds and other recreational facilities, and other federal lands throughout the United States. DJ&A’s unique and interesting projects create well-rounded employees, promote career development, and provide opportunities to visit these beautiful locales!

Founded in 1973 by two former U.S. Forest Service employees who saw a need for a company that uniquely understood Forest Service projects, DJ&A has continued to grow and expand over the last 49 years by embracing the values of our founders. Today, we have a team of 120+ skilled professionals spanning across offices in Missoula, MT (headquarters); Bozeman, MT; Vancouver, WA; Denver, CO; Sioux Falls, SD; and Reno, NV.

Job Summary

Are you ready to embark on a journey with DJ&A? We’re on the lookout for a full-time entry-level Administrative Assistant to join our bustling team. You’ll be at the heart of our operations, providing essential administrative support to our friendly crew based in Missoula and beyond. If you thrive in a supportive and fast-paced environment and are eager to be the welcoming face of DJ&A, this could be the perfect fit for you!

Primary Duties and Responsibilities

Office Administration

• Welcome clients and visitors with a smile, whether in person or over the phone.
• Support employees by preparing electronic documents, printing, copying, binding, shipping, scanning, and filing.
• Process incoming and outgoing mail and packages.
• Coordinate insurance renewals and insurance certificates.
• Renew state registrations, business licenses, and annual reports for the company.
• Renew professional licenses for employees.
• Maintain and renew company vehicle registrations.
• Update company profiles and statistics as required in government databases and other client compliance requirements.
• Plan and coordinate fun events such as our annual holiday party, summer picnic, and weekly BBQs.
• Occasionally prepare travel arrangements.
• Track and order office supplies and use a company vehicle to run errands as needed.
• Assist HR Manager with HR related duties such as updating the employee handbook and new employee onboarding.
• Assist Safety Coordinator with incident claims.
• Coordinate building and grounds cleaning, maintenance, landscaping, and snow removal with vendors.
• Help maintain office vehicles and schedule service maintenance as needed.
• Maintain office Outlook calendar for PTO, meetings, birthdays, conference room and company vehicle reservations.
• Assist project managers with administrative support when needed.
• Prepare for weekly staff meetings, client meetings and other meetings as needed.
• Record and distribute meeting notes.
• Prepare posters, marketing materials, and presentations as needed.
• Performs other duties as assigned.

Required Skills and Abilities:

• Proficient in MS Office and familiarity with Microsoft Teams.
• Familiarity with Adobe software is a plus.
• Notary Public in the State of MT is a plus.
• Excellent written and verbal communication skills.
• Excellent planning, organizational, multi-tasking, problem-solving skills.
• Independent, self-motivated, results-oriented, and dynamic.
• The ability to work under tight deadlines and with geographically dispersed teams.
• A proactive and adaptable attitude, ready to tackle any challenge.
• The ability to maintain confidentiality with sensitive information.

Education and Experience:

• High school diploma or equivalent. College degree or job-related certifications are a plus.
• Office administration experience is preferred.
• Accounting, human resources, and project management support experience is a plus.

Physical Requirements:

• Prolonged periods sitting at a desk and working at a computer.
• Must be able to lift up to 15 pounds at times.
• Must be able to drive a company vehicle.

Wage and Benefits

• Wage commensurate with qualifications and experience.
• Medical, dental and vision benefits (High deductible health plan monthly medical premiums fully paid).
• Long-term disability and life insurance.
• Health Savings Account (HSA) or Flexible Spending Account (FSA) with annual company contribution.
• Roth and 401(k) retirement accounts.
• Profit sharing and bonus plan.
• 9/80 work schedule.
• Paid time off and holidays.
• Professional licensure reimbursement.
• Professional development training.
• Opportunity to participate in various committees throughout the company such as our Diversity Equity and Inclusion Committee, Internship Committee, Employee Experience Committee etc.
• Friendly, supportive, knowledgeable staff and culture!

Instructions to apply: Please submit a cover letter and resume.Office Location: Missoula, Montana

DJ&A is proud to be an Equal Employment Opportunity (EEO) employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, political views or activity, or other applicable legally protected characteristics. You may view our Equal Employment Opportunity notice here and Supplemental EEO notice here.

DJ&A is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact us at careers@djanda.com.