Office Assistant

Job Description Summary: Provide office administrative support to project management team or department (may be one or more people). Job Description:

Position Responsibilities and Duties

• Ability to perform all essential duties of Junior Administrative Assistant
• Answer phones
• screen/handle routine items and direct calls as appropriate
• Greet clients, visitors, and vendors in a professional manner, direct to appropriate person
• Process incoming and outgoing mail including UPS, courier service and Federal Express; sort, prioritize, and distribute, handle items not requiring supervisor’s attention
• Manage shipping and receiving for the office, create labels, purchase stamps, occasionally make trips to the post office for certified mail
• Maintain office phone list and email group distribution list
• Manage and provide support with office vendor management to include janitorial services, security system, coffee services, processing invoices and submission of building maintenance requests
• Assist with travel arrangements, planning itineraries and scheduling meetings
• Assist with new hire onboarding and scheduling assistance as required, order required equipment, parking passes, fuel cards and prepare new hire boxes.
• Assist with setting up new vendors in cost management system and processing credit applications
• Assist with general administration management of office/facilities, including assistance with office moves, water plants, clearing, order catering and setting up of office workstations for new hires.
• Maintain inventory of office and breakroom supplies while keeping monthly budget in mind
• Maintain conference room and office room appearance
• Event management support for Regional Event Coordinator and other office events as assigned
• Occasional travel between offices may be required
• Order and distribute plans
• Complete other responsibilities as assigned

Minimum Skills and Requirements

• Ability to keyboard 45 wpm accurately
• Working knowledge of general office procedures and office machines
• Proficient in English verbal communication skills, including professional telephone manner
• Excellent organizational skills, ability to prioritize, and comfortable working independently
• Valid drivers license

Additional Skills or Knowledge a

PLUS:

• Minimum two years secretarial or clerical experience in addition to above training
• Public Notary in applicable state
• Bluebeam
• CMiC