Administrative and Operations Coordinator at Agnew::Beck · Anchorage

Operations and Administrative Coordinator

Agnew::Beck is a multidisciplinary consulting firm based in Anchorage, Alaska and Boise, Idaho. Since 2002, we have worked toward our vision of “thriving, equitable communities” by working with our clients to strategically respond to challenges and opportunities they face. We are skilled in analysis, program and policy development, planning, public engagement, and implementation. Our team is committed to effective and efficient project management. We work to build healthy communities locally, regionally and statewide. “Engage, Plan, Implement” is our approach to helping people, organizations and communities get beyond ideas to make things happen.

By combining creativity and vision with practical implementation, Agnew::Beck helps clients accomplish short- term objectives and set out a clear path for long-term success. We are committed, passionate, and practical partners, working together to identify and tackle a project’s most important issues with smart, effective solutions, and with community stakeholders at the center of the process.

Our offices are in Anchorage, Alaska Soldotna, Alaska, Boise, Idaho, and Truckee, California. For more information about our company, please explore our website at https://www.agnewbeck.com.

Position Description

The Administrative Associate will work at the day-to-day direction of A::B’s Operations Manager and firm Principals. The Administrative Associate should be willing to jump into a variety of important support tasks that make the wheels of the company turn. They will work under the direction of the firm’s administrative leaders to support a range of administrative and office management tasks. If there is capacity and interest, this position will have opportunities to work on Agnew::Beck projects.

This full-time position works 35-40 hours per week at $26-32 per hour, depending on experience. Our office hours are 8:30 AM to 5:00 PM with flexibility available on a pre-approved basis. Our team works in the office and remotely. The expectation for this position is for them to be generally available for work in the Anchorage office during these times with the option to work remotely, as coordinated with the Administrative Team to ensure sufficient coverage at the Anchorage office. From time to time, work or meetings may have to be scheduled at times that conflict with your availability, and you will not be expected to rearrange your schedule for those meetings.

In general, Associates are expected to be comfortable and proficient at the following:

• Participating in firm operations and processes
• Contributing to administrative projects, products, and managing tasks
• Working well in teams and independently

Minimum Requirements

The successful applicant will meet the following minimum requirements:

• 1-5 years of experience in Business Administration or a related field, or equivalent combination of education and experience

• Experience supporting multi-functional areas (front desk operations, fielding client inquiries, and providing essential administrative support)

• Strong computer skills and proficiency in Microsoft Office Suite including Word, Excel, and Outlook

• Strong written and verbal communication skills in professional environments

• Ability to conduct physical activities such as sitting, standing, repeated hand and wrist motions (for computer use)

• Basic English language skills (could be filled by English language learners who are practicing proficiency)

• May be required to lift up to 25 pounds

• Ability to work in the Anchorage office with possible travel to local, in-state venues

Knowledge, Skills, and Abilities

• Ability to respond to rapidly changing priorities and successfully manage multiple simultaneous priorities. Adaptable to fast-paced office environment. Willingness to provide assistance as needed.
• Ability to adapt and work efficiently in a fast-paced office environment
• Self-motivated, independent self-starter, and team player with positive and professional approach; strong problem-solving abilities; brings contributory/growth mindset and a strong work ethic.
• Demonstrates the ability to work efficiently both independently and collaboratively within a team environment.
• Excellent communication and customer service skills
• Strong interpersonal relationship skills; demonstrated success in developing effective working relationships with staff, partners, community, clients. Comfort working and communicating with people from a wide variety of backgrounds and life experiences, including indigenous/tribal populations, people with refugee and immigrant backgrounds, and people experiencing homelessness (among others).
• Strong interpersonal skills with the ability to build effective relationships and communicate respectfully with diverse staff, partners, clients, and community members
• A willingness and ability to learn new software and cloud-based management systems for timekeeping, invoicing, project tracking, scheduling and calendaring.
• Willingness to help roll-out upgrades and system improvement changes across the organization and support staff education and habituation to new systems. Willingness to research and suggest process improvements and other efficiencies.
• Supports system improvements, staff adoption of new processes, and organizational efficiency efforts
• Organizational skills and proven attention to detail.
• Physical requirements include work in general office environment with colleagues; travel to local, in-state and conduct physical activities such as sitting, standing, repeated hand and wrist motions (for computer use) are required. May be required to lift up to 25 pounds.

Areas of Responsibility

Contracts

This position contributes to shared responsibilities among the Administrative Team in the following:

• Support the development, review, and tracking of contracts and subcontracts
• Coordinate with insurance brokers to verify contract-related insurance requirements and coverage limits
• Manage subcontractor documentation, ensuring contracts and insurance certificates remain current and compliant

Finance Support

This position contributes to shared responsibilities among the Administrative Team in the following. Our finance system utilizes QuickBooks, and administrative staff will receive training accordingly:

• Prepare, review, and distribute invoices for assigned project managers, ensuring accuracy and alignment with contract terms
• Assist with tracking invoice status and proactively follow up on outstanding and past-due payments
• Support collections efforts by communicating with clients on overdue balances in a professional and timely manner
• Assist with monthly billing cycles, reporting, and reconciliation activities as needed

Project and Technical Support

This position contributes to shared responsibilities among the Administrative Team in the following:

• Support proposal development and project startup tasks
• Assist with archiving and project close down processes
• Coordinate travel arrangements, including flights, rental cars, and lodging, and communicate details to staff
• Support staff with completing conference registrations
• Enter travel and marketing expenses into Dovico
• Coordination with A::B’s contracted IT support and route employee technology issues
• Assist with software purchases, installation and ongoing support

Physical and Virtual Office Support

This position contributes to shared responsibilities among the Administrative Team in the following:

• Support office improvement projects, as needed
• Serve as a liaison with office property managers, as needed
• Greet and welcome visitors and clients at the Anchorage office
• Answer and direct incoming phone calls to A::B’s main line
• Provide administrative support to staff, both in-person and remotely
• Support planning and execution of employee engagement initiatives, including team events and culture-building activities, and employee recognition efforts
• Shared responsibility for general office upkeep and operations in the Anchorage office, including:
  • Maintaining the office’s overall appearance
  • Monitoring recyclables and coordinating pick-ups as needed
  • Organize and stocking the work/print room
  • Restock printer paper and toner as needed
  • Maintaining supply of office snacks and essentials for all offices
  • Caring for office plants
  • Distribute mail

Additional skills beneficial to this position (but not required):

• Event planning and meeting coordination skills, including virtual and in-person events
• Ability to speak another language
• Familiarity with remote collaboration tools (e.g., Zoom, Teams, etc.) and managing hybrid workflows
• Experience using QuickBooks for invoicing, billing, or basic accounting functions
• Comfort with troubleshooting common office technology or software issues
• Strong organizational and multitasking abilities across multiple offices and remote teams