Administrative Assistant/Receptionist

Responsibilities and Duties: • Attend the front desk, answer the phones, greet visitors and clients • Manage Fed Ex/UPS/USPS deliveries including ordering postage and mailing supplies as needed; making labels; picking up the mail and distributing it; and scheduling/arranging courier services as needed • Ensure that office supplies are stocked, including special supply order requests • Maintain an organized filing system, and keep paperwork filed • Occasionally run miscellaneous errands as necessary • Create/modify documents using Microsoft Office, Google Workspace, and Adobe Professional o Documents may include meeting minutes, memos, letters, contracts, certification renewals, and PowerPoint presentations o Ensure documentations are signed, filed, and processed in a timely manner • Assist with producing plans, project manuals, and reports (copying, printing and/or scanning documents) as needed • Assist the Office Manager in coordinating any gatherings of out-of-town office visitors, including facilitating multiple catering orders, and conference room set up and break down • Order catering for internal and external meetings as requested • Manage calendars of shared office resources including conference rooms and company vehicles, booking time slots, and handling scheduling conflicts as necessary • Support project managers and team members as needed • Attend meetings as requested to take notes, then prepare and send out meeting minutes afterwards • Creating and processing customer invoices • Receiving and processing accounts payable

Requirements: • Must be ethically and morally centered and able to uphold company values including treating people with respect, inspire the trust of others, and work with integrity • Able to follow policies and procedures • Have a valid driver’s license and car insurance in the state of residence • High school diploma or equivalent required; Bachelor’s degree preferred • Strong analytical skills • Excellent written and verbal communication skills • Strong organizational and problem-solving skills • Must be able to prioritize and handle multiple assignments at any given time while maintaining a commitment to deadlines, use time efficiently • Able to keep up with rapidly changing technology • Demonstrate accuracy and thoroughness; look for ways to improve and promote quality; accept and apply feedback • Monitor own work to ensure quality • Proactive and detail oriented, and able to monitor own work to ensure quality • Positive and client-focused with a take-charge mentality • Proficient with MS Office including Word, Excel, PowerPoint, Outlook, and Adobe • Able to learn new tasks and/or software programs quickly • 5+ years administrative support experience • Have a strong willingness to improve, grow, and create strong habits Desired Qualifications: • Willingness to occasionally shift regular hours to accommodate special events • Related experience in an Engineering/Architectural consulting industry • Experience with Google Workspace Products • Experience with QuickBooks Online • Experience with Trello • Willingness to constantly learn and create good working habits