Administrative Support Professional

H2M architects + engineers, a multi-disciplined team of design professionals. With seven office locations located in New York and New Jersey is currently seeking an Administrative Support Professional to join our team. Under the direct supervision of the Discipline Director, this position provides administrative and secretarial support for an office staff of architects and engineers.
Job Responsibilities:

• Performs word processing for assigned group and as backup to other departments as needed (i.e., formatting and editing of correspondence, memos, proposals, reports, projects, spreadsheets, newsletters / brochures, monthly invoices, transmittals, presentations, bid tabs, adhering to company standards on specifications, etc.)
• Performs designated administrative tasks (i.e., setup meetings: arranging time, organizing meeting room, and order/set-up/clean-up of food and supplies as needed), copying, scanning, filing, archiving, faxing, billing, distribution of project blue sheets, maintaining office machines etc.
• Provides excellent customer service (answer telephones for division personnel as requested, as well as screen and direct contractor and client calls or taking clear and concise messages to ensure clients are serviced in the most efficient and professional manner). Knows the whereabouts of department staff enforcing sign out/in procedure, as well as out-of-office assistant and other office etiquette requirements
• Responsible for daily distribution of mail, as well as photocopying and preparing daily correspondence for afternoon mail (regular, Express Mail, Federal Express, UPS)
• Serves as a mentor to new hires and junior staff on company standards, templates, policies, and procedures. Introduces staff to team members and answers any questions. Ensures that new hires have appropriate desk setup
• Provide Front Desk phone support for the firm as needed and adheres to Front Desk operations standards
• Serve as a company resource on MS Office suite, and provides guidance to staff as needed
• Maintains common office areas clean and organized including kitchen [countertops, tables, sink and refrigerator], etc.
• Trains the staff on company standards and ensures that standards are being followed
• Assist HR, Marketing and Finance departments with tasks when needed
• Proactively anticipates staff and office needs and provides necessary Administrative Support
• Performs other like duties as assigned by the company

Education/Qualifications:

• High school diploma required. Associates or Bachelor’s degree preferred
• 2-5 years’ experience as an Administrative job function required, preferably assisting a Vice President and supporting a large group of internal and external clients.
• Knowledge of MS suite including Word, Excel, Access, Power Point required.
• Microsoft Outlook and Adobe writer experience required.
• Ability to type 50-60 wpm accurately.
• Ability to multi-task and prioritize a diversified workload.
• Ability to communicate effectively with employees at all levels of the organization.

Standards of Performance:

• Maintains technical knowledge through practice and awareness of changing skills in the industry. When necessary attends educational workshops, webinars, trainings to remain current on administrative skills and related computer software
• Displays a team mentality by interacting with all members of the division, serves as a point of contact for all personnel
• Follows and adheres to the highest level of customer service expectations, for both internal and external clients
• Displays a positive can do attitude and ensures that members of the team are following company standards at all times.

The hourly rate for this role is $21.00 - $27.00/hour.
The employment offer may deviate from this published range based on a variety of factors, including but not limited to, experience, specialty, knowledge, education, geography and/or related certifications – not related to any applicant’s characteristics protected by local, state or federal law. Note: The salary or hourly rate indicated does not include other forms of compensation or benefits.
H2M is a strong collaborative workplace where people and ideas are always treated with respect. I am encouraged to develop, and I love that I am constantly learning new things and skills” Employee testimonial.
our staff
We’re passionate about our work, dedicated to our clients, and committed to our legacy. We emphasize collaboration and community involvement and promote sustainability in our practice, ensuring that the right projects are developed with minimal impact on the environment. Our integrated approach to design incorporates the diverse voices and visions of our staff into every project. Through mentoring, peer reviews, and professional development opportunities, employees at every level are offered the opportunity to share best practices and gain new experiences.
our approach
Since our early roots, our focus has remained steadfast: to provide quality service with sound judgment and to serve as an honest professional resource to our clients. With a dedicated, responsive staff and multiple service offerings under one roof, we blend “can-do” with “can-be,” developing real, workable solutions with a dose of innovation. Our diverse in-house expertise reduces the need for sub-consultants and ensures that our architects and engineers develop a comprehensive understanding of every project.
Our integrated approach to design incorporates the diverse voices and visions of our staff into every project. Through mentoring, peer reviews, and professional development opportunities, employees at every level are offered the opportunity to share best practices and gain new experiences.
H2M continually strives to provide our employees and their families a comprehensive benefit experience surrounding their physical and financial well-being. Our benefit offerings are designed to support and enhance your health and well-being. We offer healthcare and wellness benefits, 401(k) retirement savings with up to 6% employer matching contributions with 100% vesting schedule, annual and spot bonus performance programs, flexibility and paid time off. We also offer tuition assistance for continuing education & professional licensure, student loan debt repayment program, technology allowance and excellent professional development programs that are custom designed for employees at all levels.
H2M is proud to be an equal opportunity workplace committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, pregnancy, age, citizenship, marital status, disability, gender identity, genetic information, veteran status or any other characteristic protected by local, state or federal laws or regulations. Women, minorities, individuals with disabilities, and veterans are encouraged to apply.
www.h2m.com
EOE/M/F/D/V

Continuing education credits, Health insurance, 401(k), Tuition reimbursement, Paid time off