Office Assistant

Job Description Summary:

To provide general administrative support to office teams, employees, and guests. Manage front desk, maintain office presentation, guest relations, and handle other general office duties.

Job Description:

• Position Responsibilities and Duties:
• Provides general administrative support to office teams, employees, and guests.
• Manage front desk, greet, and direct guests and vendors in a professional manner.
• Answer main office phone lines, screen, and direct calls as appropriate.
• Process incoming and outgoing mail – sort and distribute mail in a timely manner.
• Scan, email, and file documents
• Open and/or close office doors daily; prepare the office for daily operations.
• Support with travel and lodging coordination as necessary.
• Maintain office calendar including scheduling meetings, events, interviews, and guest appointments.
• Set up and prepare conference rooms for meetings; ensure materials and catering.
• Maintain office phone list and email group distribution list up to date.
• Provide technology support and troubleshooting assistance for office equipment including printers, mobile devices, video conference equipment, conference functioning, and local server maintenance.
• Ensures ongoing maintenance of equipment, coordinate vendors for services and repairs.
• Maintain professional office presentation, cleanliness, and guest experience.
• Order office and breakroom supplies; maintain inventory and stock.
• Maintain kitchen supplies, snacks, beverages, and order meals as necessary.
• Assist with company event coordination, office celebrations, and outreach efforts.
• Assist with onboarding new hires, order equipment, coordinate office access, prepare workstation, and any other logistic to ensure a positive experience.
• Support project teams with ordering of plans and any other general support.
• Serve as a liaison with other departments and help resolve day to day issues.
• Assist with general facility management, office relocations, and remodel initiatives.
• Maintain office / jobsite postings and first aid kit(s) to ensure compliance with local, state, and federal laws.
• Run miscellaneous errands; pick up deliveries as required or directed during business hours.
• Complete other responsibilities as assigned.

• Minimum Requirements or Experience Requirements
• High school diploma/GED, technical degree a plus.
• Minimum of 2-year administrative/clerical experience or equivalent combination of education and experience.
• Knowledge and use of Microsoft 365 (Word, Excel, PowerPoint and Teams)
• Knowledge in general office procedures, video conferencing equipment and office machines
• Proficiency in English verbal communication skills including professional telephone manner.
• Proficient in performing accurate and efficient typing and data entry.
• Proficient written communication skills
• Maintain appropriate levels of confidentiality.
• Skilled at managing multiple projects and tasks.
• Reliable, dependable, resourceful, and flexible
• Physical job location is determined by project and subject to change based on project assignment(s).

ADDITIONAL SKILLS OR KNOWLEDGE:

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