ADMINISTRATIVE SUPPORT POSITION
Come work in a highly collaborative environment with a group of energetic and creative people.
Job Summary:
Executes administrative support assignments in support of professional architectural and engineering staff. Hours for position: 8 AM to 5PM.
Searching for a person that is flexible, with a positive attitude, in providing the variety of tasks enumerated in the essential functions, including other support duties typically associated with an architectural and engineering office. Has the ability to work cooperatively with other administrative support staff.
ESSENTIAL FUNCTIONS:
Primary duty as receptionist for QPK DESIGN LLP. Provides backup to John P. Stopen Engineering Partnership's receptionist (addressing and routing incoming phone calls and other administrative support as needed). Answers telephone and directs calls to appropriate person. Deals effectively with a variety of personalities and situations requiring tact, judgment, and poise.Formats and types correspondence, memoranda, short reports, transmittal or other forms, etc., and assists other support staff when possible. Formats, inputs data and prepares spreadsheets from handwritten and computer drafts prepared by professional or other staff. Operates word processing spreadsheet programs. Performs clerical duties (distribution of mail, dropping mail to Post office, electronic filing, copying, and other miscellaneous duties on an as need basis). Places and tracks orders of prints, copying and other outsourced services.Obtains Professional Insurance Certificates for projects, from the insurance carrier, coordinates with accounting for transmission of certificates to accounting, clients and other designated entities.Prepares drafts of American Institute of Architect and other contracts from hand edited drafts. Operates specialized word processing programs.Types and assembles construction specifications using specialized computer specification programs.Retrieves archival paper and electronic documents.Perform ongoing maintenance of office kitchenette, clean, wipe down counters and appliances, start and empty dishwasher, monitor and maintain coffee machine, stock beverage supplies.Coordinates food orders to support in-house business meetings, educational seminars, and other business events. Prepares and tidies up meeting rooms and kitchenette after meetings.Occasionally uses personal auto to run errands related to business activities. Auto expenses are reimbursed according to federal guidelines.Qualifications, Skill, and Abilities:
Positive and professional attitude, flexibility and ability to multi-task within deadlines. Reliability is of the essence.Ability to perform computer processing and clerical duties with speed and accuracy without immediate and constant supervision.Ability to interface with clients, consultants, and others both on the telephone and in person in a cordial, professional manner with a positive, upbeat attitude.Knowledge of modern office methods and procedures, electronic filing, telephone techniques, and office equipment, as well as English usage, spelling, grammar, and punctuation.Ability to operate multi-station phone system, direct phone calls to staff, takes messages.Ability to type at a speed of 60 wpm.Ability to maintain a good working relationship with all co-workers and the general public.Knowledge and intermediate to advanced skill of MasterSpec and SpecsIntact (military) computer specifications. Formats, inputs, and assembles specifications/project manuals from hand or partially edited drafts.Education and Experience:
Completion of high school.A minimum of five (5) years' experience in word processing programs (Word, Excel, Office 360), typing and general office practice, preferably in an engineering or architectural office but not required.A minimum of (2) years' experience as a receptionist, preferably in an engineering or architectural office but not required.Training:
Firm will provide supplemental in-house training for operation of Masterspec, Specs-in-tact, Excel, AIA documents, Project Information Management system (Newforma) and accounting computer programs for qualified candidate.
Other Misc. Duties:
Open and close building daily: key unlock/ lock elevators and street entry door, turn on desk, wall wash lights and electronic reception screen.Greet visitors/offer beverages.Manage and order office and kitchenette supplies (beverages). Maintain organization of supply rooms (includes tape measures, clip boards, copy paper, batteries, cameras etc.)Monitor and manage Architectural License Certifications and Registrations lists all states.Maintain, update, and distribute phone list/directory.Maintain NIST visitor compliance protocols.Make travel arrangements for work trips as requested.Salary based upon experience; range is $22.00-$28.00/hr.
Email [email protected] with resume and references.
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