About this role
Job Description Summary: Provide office administrative support to project management team or department (may be one or more people).
Job Description: POSITION RESPONSIBILITIES AND DUTIES
• Ability to perform all essential duties of Junior Administrative Assistant • Answer phones - screen/handle routine items and direct calls as appropriate • Greet clients, visitors, and vendors in a professional manner, direct to appropriate person • Process incoming and outgoing mail including UPS, courier service and Federal Express; sort, prioritize, and distribute, handle items not requiring supervisor’s attention • Manage shipping and receiving for the office, create labels, purchase stamps, occasionally make trips to the post office for certified mail • Maintain office phone list and email group distribution list • Manage and provide support with office vendor management to include janitorial services, security system, coffee services, processing invoices and submission of building maintenance requests • Assist with travel arrangements, planning itineraries and scheduling meetings • Assist with new hire onboarding and scheduling assistance as required, order required equipment, parking passes, fuel cards and prepare new hire boxes. • Assist with setting up new vendors in cost management system and processing credit applications • Assist with general administration management of office/facilities, including assistance with office moves, water plants, clearing, order catering and setting up of office workstations for new hires. • Maintain inventory of office and breakroom supplies while keeping monthly budget in mind • Maintain conference room and office room appearance • Event management support for Regional Event Coordinator and other office events as assigned • Occasional travel between offices may be required • Order and distribute plans • Complete other responsibilities as assigned
MINIMUM SKILLS AND REQUIREMENTS
• Ability to keyboard 45 wpm accurately • Working knowledge of general office procedures and office machines • Proficient in English verbal communication skills, including professional telephone manner • Excellent organizational skills, ability to prioritize, and comfortable working independently • Valid drivers license
ADDITIONAL SKILLS OR KNOWLEDGE A PLUS:
• Minimum two years secretarial or clerical experience in addition to above training • Public Notary in applicable state • Bluebeam • CMiC