Administrative Assistant - Corporate Services Job at Gresham Smith
Gresham Smith is looking for a temporary administrative assistant to support our Birmingham office move. The Administrative Assistant position will work directly with the market office leaders to support any document/drawing preservation. Excellent verbal and written communication skills are a must. Experience with administrative functions and the ability to maintain strict confidentiality is required.
Responsibilities:
- Performs complex administrative duties, including document preparation and record management, including processing expense reports and invoices; handling mail, faxes, and copying as needed.
- Order office supplies as needed. Coordinate maintenance calls for office equipment when needed.
- Coordinate maintenance requests with building portal sites.
- Front Desk Responsibilities include: greeting visitors and guests in a professional and friendly manner. Answering, forwarding, and screening all calls. Receive, sort, and distribute mail; Prepare and/or receive all mail from shipping vendors (ie UPS, Fed Ex, USPS, etc.)
- Ensure common areas are clean and tidy at all times, including the lobby, kitchen, conference room(s), and HUB areas.
- Establishing and maintaining confidentiality at all times when asked to support department managers and business development leaders.
- Lead multiple high-level projects or tasks simultaneously; utilize exceptional follow-up skills.
- Provide information regarding office/department policies or procedures.
- Handle purchase orders, check requests, yearly renewals, and certifications.
- Perform event planning as needed.
- High school diploma (or GED) is required; prefer Bachelor's degree / Associate's degree in a relevant field. Minimum of 6+ years experience supporting an Architectural/Engineering /Design firm preferred.
- Deltek VantagePoint and NewForma software knowledge is preferred.
- Knowledge of administrative and clerical procedures and systems..
- Ability to demonstrate strong organizational and time management skills. Ability to work independently on multiple tasks.
- Detail-oriented and demonstrates strong organizational skills.
- Strong communicator who is comfortable bridging inter- and intra-departmental gaps when appropriate.
- Always presents oneself professionally in all communication.
- Understanding of general administrative services (general coordination, phone systems, email, Microsoft Office, Teams)
- Advanced time management skills with the ability to handle multiple assignments; flexibility and adaptability are a must
- Effective interpersonal communication skills, both written and verbal, and presentation skills
- Must be able to lift up to 20 lbs
Gresham Smith is committed to a diverse and inclusive workplace. Gresham Smith provides equal employment opportunities to applicants and employees and does not discriminate on the basis of age, race, color, ancestry, religion, sex, sexual orientation, gender identity or expression, transgender, national origin, status as a protected veteran, disability or any other classification protected by law.
Gresham Smith will not accept unsolicited resumes from recruiters, headhunters, contract recruiters, search firms, or employment agencies. An executed GRESHAM PLACEMENT SERVICES AGREEMENT (PSA) is required prior to any payment obligation for either a referral or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously executed PSA, GRESHAM SMITH explicitly reserves the right to recruit and hire those candidate(s) at its discretion, and without any financial obligation whatsoever to the recruiter or agency. Any such unsolicited resume or candidate contact information, including those submitted directly to GRESHAM SMITH’S hiring managers or any other employee, shall become the property of GRESHAM SMITH upon receipt.
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