Administrative Assistant

ADMINISTRATIVE ASSISTANT

Job Description

Must be self-motivated, organized, knowledgeable in Microsoft Office, Adobe, Vantagepoint, and be able to learn other software. Must demonstrate professional customer service skills and be able to handle a multi-line phone system. Position includes data entry, document handling, filing, copying, scanning, and assisting others. Greet and assist clients in a welcoming and professional manner. Perform general clerical tasks and manage office mail (stamps.com/FedEx/UPS).

Desk Hours: Monday - Thursday 7:30 a.m. to 5 p.m. and Friday 8 a.m. to Noon

RESPONSIBILITIES (subject to change):

• Assist staff members as needed.
• Attend weekly Admin Meeting
• Attend Office Event Planning Meetings
• Greet visitors and direct them to the appropriate departments or individuals.
• Answer phones full time and respond to inquiries via phone or email.
• Handle calls/emails regarding projects out to bid.
• Book meeting rooms and set up conference calls/Teams Meetings for staff.
• Occasionally write emails, memos, and letters as directed by the production staff.
• Monitor office supplies and order as needed.
• Run company errands as requested.
• Clerical tasks such as scanning, electronic filing, data entry, copying, collating reports, etc.
  
• Order catering for client meetings and monthly In-House Seminar
  
• Create new project folders for hard copy filing.
• Vehicle Check Outs
• Help make coffee and keep the office tidy, stock snacks and drinks in kitchen.
• Distribute office mail, print stamps & envelopes, and assist staff with outgoing mail.
• Pull, scan, & electronically file closed project files.
• Other duties as assigned.

QUALIFICATIONS:

High school diploma or equivalent; an associate degree in business administration or office management is preferred.

WORK ENVIRONMENT


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is generally in an office environment, but occasionally will visit job sites during design or construction.

PHYSICAL DEMANDS


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to walk; use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee is often required to stand. The employee must frequently lift or move objects up to 10 pounds and occasionally lift or move objects up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and ability to adjust focus. Riding and/or driving in a vehicle is commonly required for up to 6 hours at a time.

POSITION TYPE/EXPECTED HOURS OF WORK

This is a full-time position, with a minimum expectation of 40 hours per week. However, most work weeks will be 40 or more hours. Hours are somewhat flexible and some late evenings and/or weekends may be required. 

TRAVEL


There may be occasional overnight travel for this position. Some local day travel may also be required. 

SKILLS AND MINIMUM REQUIREMENTS

• Proficiency in Microsoft Excel, Adobe, and Outlook.
• Strong attention to detail and accuracy.
• Strong organizational and time management skills.
• Effective communication and teamwork abilities.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

OTHER REQUIREMENTS

• Pre-employment drug and alcohol screening
• Valid Driver’s License 
• Background screening including previous employment, education, criminal history, and driving record verification.