Administrative Assistant

Posting ID : A1068510893
Date Posted : 2015-08-19
Category : Accounting Finance

Office AdministratorWe are looking for a talented and dedicated individual to provide front office reception and administration for our engineering firm. This person MUST be friendly and inviting to clients and others calling or visiting our office. The ideal candidate will have some background in an A/E/C firm and have knowledge of an A/E/C financial and project management software. The hours for this position will regularly be 8am-5pm. Exceptional skills in MS Word and Excel are preferred. The ideal individual will believe that no task is too small or too large.Skills REQUIRED:Previous front office/reception experience (preferably at an A/E/C firm)Handle customers with sincerity, integrity, and focus on providing great customer serviceAdvanced skills in Word and ExcelExperience working with A/E/C financial and project management softwareComputer software/hardware installation (IT) knowledgeAbility to handle front desk which can be either extremely slow or extremely busyDemonstrate follow-through and ability to complete tasksPersonable and positive attitudeAttention to detailAbility to multi-task, meet deadlines, and work well under time pressureExcellent time management and organizational skillsJob Duties:ReceptionAnswer phonesGreet guestsPrepare/distribute mail/faxesDecorate lobby seasonallyOrder & stock office suppliesMaintain lobby & conference roomsProject AdministrationPrepare specifications, reports, technical documents, etcProvide project assistance for construction bidding, pay requests, RFIs, etc.Prepare/update project schedulesWord ProcessingPrepare documents (transmittals, letters, memorandums, etc.)Copy/bind documentsMaintain document templatesInformation TechnologySet-up new computersMaintain office printers/copiers/projectorsHandle FTP accessTroubleshoot desktop computer problemsCoordinate with outside consultant for larger IT issuesAccounts PayableProcess vendor invoicesProcess vendor & subconsultant paymentsBalance credit card statement monthlyOffice AssistantArrange meetings & catering as neededMaintain office calendar & contactsMaintain a pleasant working environment by keeping production and lobby areas stocked, organized, and tidyFile ManagementCreate & maintain all project filesUpdate Access database with projectsProcess all files to be archived/ destroyedHousekeepingMake coffeeWash dishes & clean kitchen as neededMonitor/stock office foodPurchase/set-up new furnitureTouch-up paint & other maintenanceCoordinate janitorial servicesBenefits Offered:Medical, Dental, Vision, and Life InsuranceMedical and Dependent Care FSAAFLACCalFit Gym MembershipPaid Time Off401k with Match

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