Job Description

Job Description

Job Description

We are seeking an Administrative Assistant & Receptionist to join our team! You will perform clerical and administrative functions in order to drive company success.

Part-time: 30 hours/week

Responsibilities:

• Assist the Owner and manage his calendar, emails (both incoming and outgoing), phone calls, etc.
• Draft correspondences and other formal documents, including proposals and contracts (using Word, Excel, PowerPoint, Outlook, etc.)
• Plan and schedule appointments and events (including travel arrangements)
• Greet and assist onsite guests
• Answer inbound telephone calls/make outbound calls
• Maintain organized filing systems (create/maintain client files for all projects and lawsuits)
• Update phone directory in Outlook
• Order office & kitchen supplies
• Run office errands (i.e. bank, grocery store, etc.), plan birthday celebrations for co-workers, purchase gifts for clients, coordinate office holidays
• Set up and prepare for meetings, both virtual and in-person
• Prepare and coordinate shipments
• Organize and distribute incoming mail
• Occasionally act as back-up for sister company (proposals, invoices, proofreading, etc.)
• Occasionally perform personal errands (pick up/drop off Owner's car, schedule hair appointments, etc.)
• Assist architectural drafters with presentations and documents when preparing for deadlines
• Perform all other office management tasks

Qualifications:

• Previous experience in office administration (minimum of 5 years)
• Ability to prioritize and multitask
• Excellent written and verbal communication skills
• Strong attention to detail
• ​Strong organizational skills
• Experience with Microsoft Office Suite is a MUST
• Ability to retain information and processes
• Experience with virtual meetings
• Punctuality is essential
• Florida Notary is a plus!

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