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