Administrative Support Professional (Part-time 20hrs/week)

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 Civil Engineering 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. Associate or Bachelor’s degree preferred.  
• Must have Notary License (or be able to attain in the first three-months of employment) 
• 3-5 years administrative/clerical experience in a professional office setting 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 multi-task and prioritize workload  
• Ability to communicate effectively with employees at all levels of the organization 

The pay range for this role is $20 - $26/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.

Salary : $20 - $26