Administrative Assistant

Summary: Provides day to day administrative support for the Branch Manager and Branch staff.

Core Responsibilities:

• Assist with day to day operations of the Branch (greeting visitors or callers, receiving, sorting and distributing mail, etc.).

• Provide administrative support to the Branch Manager (scheduling meetings/continuing education seminars, travel arrangements, seminar registrations, and ensuring proper arrangements are made, etc.).

• Assist with oversight of the Branch cleaning service, pest control, security, fire safety, etc.

• Assist in preparing project-related correspondence, spreadsheets, and reports.

• Maintain general office equipment. (i.e. printer/copier, postage machine, etc.)

• Utilize and maintain Customer Relationship Management (CRM) software (entering/maintaining client demographics, setting up new project and billing information).

• Assist with accounts payable/accounts receivable (remitting invoices, and recording and sending checks to Finance, making collection calls/sending emails on past due invoices, etc.).

• Assist with coordinating Branch events and special projects (team gatherings, community involvement, etc.).

• Collect new hire paperwork and take new hire photo and forward to Human Resources.

• Provide additional administrative support as needed.

Skills and Knowledge:

• Excellent interpersonal, oral and written communications skills.

• Proficiency with MS Office programs, including Outlook, Word, and Excel. Experience with Deltek Vision or Vantagepoint software.

• Excellent organizational skills with attention to detail, and able to manage multiple tasks concurrently.

• Ability to maintain confidentiality.

Education, Training and Work Experience:

• High School diploma or equivalent is required; Associate degree or better is preferred.

• Three or more years’ experience as an administrative assistant, office manager or similar role.

• Experience in architectural/engineering industry and/or building envelope industry a plus.

• Notary Public Preferred.

Physical and Environmental Demands:

• Sitting 75% of time using computer equipment including desktop or laptop computer, keyboard, mouse, etc.
• Walking, standing and/or moving 25% in an office environment.
• Sufficient ability to perform minor lifting (< 50 pounds).