Aventia
Administrative Communications Specialist
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Administrative Communications Specialist
role at
Aventia
Summary BEM Systems, Inc. is seeking a detail-oriented and proactive Administrative Communications Specialist to provide administrative, communications, and event support across the organization. This role is integral to ensuring smooth office operations, coordinating internal and external events, supporting proposal development, and assisting with human resources, marketing and corporate administrative activities.
This is a full-time, hourly, in-office position scheduled for 30 hours per week, Monday through Thursday from 8:30 a.m. to 4:30 p.m.
Key Responsibilities Administration, Office Support & Employee Engagement Support
Serve as the primary point of contact for office support needs.
Maintain office and kitchen supply inventories; place orders as needed.
Coordinate company events including holiday parties, birthdays, picnics, and other employee engagement activities.
Support planning and logistics for internal and external events, including trade shows (packaging, shipping, and booth setup support).
Register employees, book hotels, and coordinate booth materials for annual trade shows and conferences.
Assist the HR Business Partner with recruiting, interviewing, and onboarding activities.
Maintain and update the corporate contact list as new employees are onboarded.
Send company-wide communications introducing new employees.
Graphic, Marketing & Production Support
Support the Marketing Communications Manager with social media post scheduling.
Create organizational charts and proposal cover pages for proposal efforts.
Update and maintain company forms used in proposal submissions.
Assist with prequalification packages, proposals, and report production.
Print and produce bound materials, including GBC and plastic comb binding, and create three-hole punch binders for reports and proposals.
Support ordering of company-branded and trade show materials in collaboration with the Marketing Communications Manager and HR Business Partner.
Create and distribute monthly company birthday videos.
Maintain corporate and employee certification files for compliance and proposal needs.
Qualifications & Requirements
Degree in Marketing, Graphic Design, or a related field or a minimum of three (3) years of relevant experience.
Advanced proficiency in Microsoft Word (formatting) and working knowledge of Excel (formatting).
Strong working knowledge of Adobe Acrobat, Adobe Illustrator, and Adobe InDesign for graphic illustration and page layout.
Excellent organizational skills with strong attention to detail.
Experience working in a professional services environment; A/E/C industry experience preferred but not required.
Experience with printing, packaging, and shipping processes.
Ability to work both independently and collaboratively in a fast-paced environment.
Notary upon hire.
Physical Requirements
Ability to sit for extended periods while using office equipment and computers.
Ability to occasionally lift and carry office supplies and materials up to 20 pounds.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Marketing, Public Relations, and Writing/Editing
Referrals increase your chances of interviewing at Aventia by 2x
Get notified about new Communications Specialist jobs in Madison, NJ.
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Administrative Communications Specialist
role at
Aventia
Summary BEM Systems, Inc. is seeking a detail-oriented and proactive Administrative Communications Specialist to provide administrative, communications, and event support across the organization. This role is integral to ensuring smooth office operations, coordinating internal and external events, supporting proposal development, and assisting with human resources, marketing and corporate administrative activities.
This is a full-time, hourly, in-office position scheduled for 30 hours per week, Monday through Thursday from 8:30 a.m. to 4:30 p.m.
Key Responsibilities Administration, Office Support & Employee Engagement Support
Serve as the primary point of contact for office support needs.
Maintain office and kitchen supply inventories; place orders as needed.
Coordinate company events including holiday parties, birthdays, picnics, and other employee engagement activities.
Support planning and logistics for internal and external events, including trade shows (packaging, shipping, and booth setup support).
Register employees, book hotels, and coordinate booth materials for annual trade shows and conferences.
Assist the HR Business Partner with recruiting, interviewing, and onboarding activities.
Maintain and update the corporate contact list as new employees are onboarded.
Send company-wide communications introducing new employees.
Graphic, Marketing & Production Support
Support the Marketing Communications Manager with social media post scheduling.
Create organizational charts and proposal cover pages for proposal efforts.
Update and maintain company forms used in proposal submissions.
Assist with prequalification packages, proposals, and report production.
Print and produce bound materials, including GBC and plastic comb binding, and create three-hole punch binders for reports and proposals.
Support ordering of company-branded and trade show materials in collaboration with the Marketing Communications Manager and HR Business Partner.
Create and distribute monthly company birthday videos.
Maintain corporate and employee certification files for compliance and proposal needs.
Qualifications & Requirements
Degree in Marketing, Graphic Design, or a related field or a minimum of three (3) years of relevant experience.
Advanced proficiency in Microsoft Word (formatting) and working knowledge of Excel (formatting).
Strong working knowledge of Adobe Acrobat, Adobe Illustrator, and Adobe InDesign for graphic illustration and page layout.
Excellent organizational skills with strong attention to detail.
Experience working in a professional services environment; A/E/C industry experience preferred but not required.
Experience with printing, packaging, and shipping processes.
Ability to work both independently and collaboratively in a fast-paced environment.
Notary upon hire.
Physical Requirements
Ability to sit for extended periods while using office equipment and computers.
Ability to occasionally lift and carry office supplies and materials up to 20 pounds.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Marketing, Public Relations, and Writing/Editing
Referrals increase your chances of interviewing at Aventia by 2x
Get notified about new Communications Specialist jobs in Madison, NJ.
#J-18808-Ljbffr