Job Description

Administrative Assistant
 

Basic Function:
 The Administrative Assistant serves as the first point of contact for clients, visitors, vendors, and employees while supporting the daily administrative operations of the office. This position is responsible for managing front desk activities, coordinating office communications, preparing and maintaining documents and records, and providing administrative support to multiple departments. The ideal candidate is organized, professional, detail-oriented, and able to effectively prioritize and manage multiple responsibilities in a fast-paced environment.

Essential Duties & Responsibilities (including but not limited to)

Administrative & Office Support

• Answer and direct incoming phone calls; greet and assist clients, visitors, vendors, and employees with a professional and courteous demeanor.
• Maintain a clean, organized, and professional office environment by coordinating building maintenance and janitorial services.
• Organize and schedule meetings, conference rooms, appointments, Lunch & Learns, and other office events.
• Manage office supply inventory and order supplies, food, and beverages as needed.
• Process incoming and outgoing mail, deliveries, and courier requests; perform occasional local deliveries.
• Assist with onboarding new employees by coordinating office orientation, parking, building access, and workspace logistics.

Project & Administrative Support

• Prepare, edit, format, proofread, and distribute correspondence, meeting minutes, reports, proposals, transmittals, contracts, work authorizations, change orders, AIA documents, specifications, labels, public notices, and other project-related documentation.
• Create, update, review, and maintain AIA contracts and other project documentation to support project setup, billing, and contract administration.
• Create and maintain project files, contacts, organizations, and related information in Newforma and other firm systems.
• Maintain internal reports, including staff assignment reports, and provide administrative support to Project Managers and other departments as needed.

General Responsibilities

• Provide administrative support to multiple departments and assist with special projects.
• Perform other duties as assigned to support office operations.

Qualifications & Skills

• Strong organizational skills and keen attention to detail.
• Professional, courteous demeanor with excellent verbal and written communication.
• Ability to multitask and manage time effectively in a fast-paced environment.
• Discretion in handling confidential information.
• Proficiency in Microsoft Office, Adobe Acrobat/Bluebeam; experience with PowerPoint and Newforma preferred.
• Familiarity with accounting principles and software; experience with DelTek Vision First Essentials is a plus.
• Notary Public qualification preferred (or willingness to obtain).

Education & Experience

• A high school diploma or equivalent is required; an associate or bachelor’s degree in accounting, finance, or business is preferred.
• 5–7 years of relevant administrative and/or accounting experience, preferably in an A/E professional services firm.

Other Requirements

• Valid driver’s license and access to a personal vehicle for deliveries and errands.
• Ability to lift and move at least 10 lbs. regularly, and occasionally more.

Physical Requirements

• Prolonged periods of sitting while performing computer-based work, with occasional standing, walking, bending, reaching, and lifting up to 20 pounds.
• Frequent use of standard office equipment, including computers, telephones, printers, copiers, and scanners, require manual dexterity.
• Ability to communicate effectively, read and prepare written and electronic documents, and maintain regular attendance during established business hours.