Partner Administrative Asst./Receptionist

Weber Group is a design, construction, and specialty fabrication company with broad experience in hotel and resort design, event design, branded and themed environments including theme parks, waterparks, museums and zoos. Projects are national in scope, and with some of the best companies across the country.

Position Title: Partner Administrative Asst./Receptionist

Reports to: Partners

Summary: In this role, the Partners Administrator/Receptionist will work closely with our four partners with any administrative assistance needed. This position will also including all general office reception duties including answering phones, sorting mail, etc. Organization and excellent communication is a large part of this role.

Duties and Responsibilities:

Partner Assistance:

• Work closely with the partners for any assistance needed
• Reply to partner’s phone calls and record messages
• Schedule meetings for partners – set up in their calendars
• Set up Go To Meetings/Book conference rooms for partners
• Sit in on meetings as requested to record meeting minutes
• Reply to emails as needed for follow up ahead of their availability to do so
• Assist with typing proposals/agreements
• Assist in keeping track of architecture license and renewals
• Assist in expense report tracking
• Assist in booking hotels, flights, etc. for travel

Reception Duties:

Mail/Fax:

• Collect and open mail daily
• Sort, stamp and distribute all mail daily
• Deliver mail daily to designated drop off boxes/post office
• Stamp and scan in all invoices/waivers
• Distribute invoices to AP department
• Sort through any faxes that are received and distribute
• Scan and copy all checks received and give to Controller

Phones:

• Answer phone calls and relay messages when needed
• Check office voicemail consistently
• Log the workgroup in and out
• Set up phone extensions

Guests/Meetings:

• Greet guests and clients as they arrive to Weber for meetings
• Get drinks if needed
• Page contact person when they arrive
• Order and pick up breakfast/lunch orders
• Prepare conference rooms for meetings - If an all-day meeting is scheduled, check with host of meeting to see if they would like for you to come into the room between breakfast/lunch to tidy up prior to the meeting starting
• Manage conference room calendar

Keep office clean and organized:

• Wipe down conference room tables throughout the day and end of each day
• Wipe down kitchen/coffee pots at end of each day
• Keep all bathrooms stocked with toilet paper, paper towels, soap, etc.
• Tidy conference rooms between meetings if needed
• Run dishwasher and empty trash when needed – check daily
• Put away dishes

Shipments:

• Create FedEx/UPS labels when requested
• Schedule pickups
• Sort and distribute all deliveries that come in