Administrative Assistant

Responsibilities

• Daily Office Operations & Clerical Support:
  • Perform core clerical tasks, including data entry, answering phones, processing mail, and managing files/scanning.
  • Operate standard office equipment to handle printing, binding, and preparing documents for submittal.
  • Make travel arrangements (rental cars, hotels, flights) on behalf of team members.
  • Maintain the general upkeep of conference rooms and kitchens.
  • Maintain and order office supplies.
  • Make deliveries and run errands as requested.
• Project & Document Assistance:
  • Afford project managers with template-based reports, project documents, bids, letters, and transmittals while conforming to company standards for accuracy and completeness.
  • Utilize specialized software to support project workflow, including Newforma and DocuSign.
  • Afford with budget-related processes and maintain tracking spreadsheets.
• Scheduling & Event Coordination:
  • Cook schedules, manage Outlook calendars, and organize meetings.
  • Handle special event coordination and setup, including hosting clients on-site.

Requirements

• High School Diploma or equivalent.
• Be a flexible problem-solver, highly organized, and effective at multi-tasking.
• Possess excellent communication skills and the ability to forge relationships with all types of people and personalities.
• Able to follow instructions with a high degree of completeness and accuracy.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Able to lift/move up to 25 lbs. for event setup and office supply stocking.

Preferred Qualifications

• Prior experience working in an AEC (Architecture, Engineering, or Construction) environment or a professional services firm.
• Experience completing template-based reports and technical documents while following detailed guidelines.
• Familiarity with industry-specific software such as Bluebeam, Adobe Acrobat, Newforma, or DocuSign.