What are the responsibilities and job description for the Reception / Office Assistant position at NK Architects, P.A.?
About NK Architects:
Find more information at www.nkarchitects.com
Founded in 1972, NK is a regional firm with offices in New Jersey, New York City and Pennsylvania, and a staff of approximately 75 employees working with clients throughout the country. We value diversity, equity and inclusion and strive to foster a workplace that mirrors the communities in which we work.
We build lasting relationships that create sustainable value — for our clients, for ourselves and for our communities.
At NK Architects, we partner with mission-driven organizations who are committed to serving their communities. Our purpose: empowering healthcare providers, educators, and allied organizations to leverage design in pursuit of individual and collective wellbeing.
With our integrated team of architects, interior designers, planners, and engineers, we advocate for the people who are served by the spaces we design. We engage with our clients on a personal level, as both institutions and people, so we can help them do better at what they do best.
We know our clients take their work personally. We do too.
NK Architects is an Equal Opportunity Employer
Candidates must be eligible to work in the United States. No sponsorship can be provided.
Reception / Office Assistant
We are looking for an enthusiastic and motivated individual to join the NK Team. This is a unique opportunity for someone with experience in administrative support. The primary function of this role is to support the NK team with essential administrative functions and the position will require a high level of interaction and coordination with other departments within the organization. The position will report directly to the CFO, but the ideal candidate will be a self-starter, work well independently and is generally able to self-manage priorities and tasks. Training, mentorship, and support will be provided.
This is an in-office position and will have working hours of 10am-6pm. The position is located at NK Architects NJ office, 95 Washington Street, Morristown NJ, 07960.
Healthcare predominates in our marketplace, and our clients mandate that NK staff who conduct business with and site visits to healthcare providers be vaccinated. As such, there may be a time that this position requires candidates to be fully vaccinated and proof of vaccination may be required for prospective hires.
Supervisory Responsibilities:
None.
Duties and Responsibilities:
- Make an outstanding first impression when greeting visitors and answering phones in person
- Responsible for answering and directing all incoming phone enquiries.
- Responsible for welcoming and guiding all vendors, clients, and other visitors to the NJ office.
- Respond or redirect all voicemails in the general mailbox.
- Distribute mail, reduce solicitation & junk mail, manage outgoing mail.
- Coordinate all deliveries - Truckman’s, Fedex, UPS
- Ensure all incoming packages are received and directed appropriately.
- Ensure all outgoing packages are sent and received on time.
- Maintain schedules for all internal conference rooms and ensure they are prepped between meetings.
- Order and maintain office supplies for all NK offices.
- Assist with end-of-day office facility maintenance and closing.
- Monitor and maintain EIO, employee attendance board.
- Assist with office errands, internal correspondence as needed.
- Assist with the coordination and setting up of staff meetings and lunch and learns
- Coordinate company events – Seasonal throughout the year
- Assist HR with various tasks, onboarding schedules, orientation of new staff to office premises, monthly birthday, anniversary announcements
- Assist the Finance team with filing, monthly invoices, membership and license renewals as requested, online bills, generating reports.
- Assist with other ad hoc administrative tasks as requested.
Required Skills/Abilities:
- This role requires coordination and collaboration with many departments and strong communication skills, both written and verbal are essential.
- Demonstrates eagerness to learn new processes and systems, looks to continuously improve efficiency.
- Strong interpersonal skills, work closely with leadership team, HR and Finance team members
- Excellent organizational skills and attention to detail
- Keen ability to manage time, competing priorities and multi-task.
- Problem-solving skills are essential to this role
- Resourceful and results oriented mindset.
- Proficient in Microsoft Office Suite or related programs (Office 365, Word, Teams)
- Ability to maintain meticulous records and files.
Education and Experience:
- High School Graduate Required
- College Degree a plus
- Prior administrative experience a plus
Physical Requirements:
- Prolonged periods sitting at a desk and working on a computer.
