Project Support Specialist/Office Administrator
Company Overview
At Jensen Hughes, we lead with our Purpose + Principles and value our people. Across our global partnership of experts, clients, and communities, we are recognized worldwide for our leadership in fire protection engineering, a legacy of responsibility we have advanced with pride since 1939. Today, our expertise extends broadly across closely related risk management fields — from accessibility consulting, risk and hazard analysis, process safety and forensic investigations to security risk consulting, emergency management and digital innovation. As we champion best practices, set industry standards and support communities with innovative solutions, we are making the world a better place.
At Jensen Hughes, diversity is ingrained in our culture -- we accept people for who they are, regardless of age, disability, gender identity, gender expression, marital status, mental health, race, faith or belief, sexual orientation, or socioeconomic background. Our differences and uniqueness are celebrated and reflected in our wide range of Global Employee Networks.
Jensen Hughes is seeking a proactive and detail-oriented Project Support Specialist to join our Phoenix, AZ office. This role is integral to maintaining a productive, organized, and collaborative work environment. The ideal candidate is highly organized, anticipates needs, and takes pride in creating a professional and welcoming work environment.
Key Responsibilities
Administrative Support
- Perform data entry, scanning, formatting, and assembly of technical documents
- Print, bind, and distribute project deliverables
- Manage mail and correspondence
- Answer and direct inquiries professionally
- Prepare meeting minutes and assist with project tracking
Office Coordination
- Maintain clean and organized shared spaces
- Set up workstations and coordinate logistics for new hires and meetings
Inventory & Supplies Management
- Monitor and restock office, field, and kitchen supplies
- Coordinate timely and cost-effective procurement
- Handle shipping logistics (USPS, FedEx, etc.)
Equipment & Technology Oversight
- Track field equipment usage and condition
- Coordinate maintenance and repairs
- Ensure functionality of office equipment (printers, scanners, copiers)
- Manage service requests to minimize downtime
Business Development Support
- Organize and track RFPs
- Assist with proposal preparation and marketing materials
- Support client engagement and conference logistics
Project & Team Assistance
- Support scheduling, coordination, and budget tracking
- Assist with project documentation, formatting, and compliance
- Coordinate travel and internal events
- Manage invoicing and financial documentation
- Maintain accurate project data in tracking systems
- Contribute to a positive and collaborative office culture
Minimum Qualifications:
- Associate’s degree in business or related field plus 1 – 3 years of relevant experience or demonstrated equivalency of experience and/or education
- Professional experience working with typical industry software such as Microsoft Office (Word, Excel, PowerPoint), Sharepoint, Canva, etc.
Preferred Qualifications:
- Advanced office software proficiency with MS Office Suite, Sharepoint, Canva, etc. is a plus
- Professional experience working in an engineering, architecture, or technical consulting / AEC firm is highly preferred
- Familiarity with shared drives and data entry tools
- Highly organized and detail-oriented
- Self-motivated and proactive
- Professional and approachable
- Reliable and team-focused
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Jensen Hughes is an Equal Opportunity Employer. Qualified candidates will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.
At Jensen Hughes, we embrace innovation and understand that people are increasingly using artificial intelligence (AI) tools like ChatGPT and other generative platforms to learn, prepare and communicate. We have provided some guidelines regarding the responsible use of AI in the recruitment process. Please click here to review.
The security of your personal data is important to us. Jensen Hughes has implemented reasonable physical, technical, and administrative security standards to protect personal data from loss, misuse, alteration, or destruction. We protect your personal data against unauthorized access, use, or disclosure, using security technologies and procedures, such as encryption and limited access. Only authorized individuals may access your personal data for the purpose for which it was collected, and these individuals receive training about the importance of protecting personal data. Jensen Hughes is committed to compliance with all relevant data privacy laws in all areas where we do business, including, but not limited to, the GDPR and the CCPA. Additionally, our service providers are contractually bound to maintain the confidentiality of personal data and may not use the information for any unauthorized purpose.
*Policy on use of 3rd party recruiting agency for direct placements
Jensen Hughes will occasionally augment a recruiting search through agencies for certain positions when business conditions warrant. Jensen Hughes will not accept resumes, inquiries or proposals from recruiting agencies as an acceptable method to consider a candidate. 3rd party recruiting agencies must sign a standard Jensen Hughes agreement after being evaluated and accepted by a Human Resources or Talent Acquisition manager, or member of the talent acquisition team. Hiring managers and employees of Jensen Hughes are not authorized to accept resumes, engage in fee-based searches through recruiting firms or sign a search agreement. Please note this policy does not apply to “staffing firms” or firms that are involved with hiring temporary staff. Any recruiting agency interested in being considered may contact our recruiting team at jensenhughesrecruiting.com.