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H2M architects + engineers · 1 month ago

Administrative Support Professional

Troy, NY, USA

Full-time

Onsite

Mid Level

$20/hr - $26/hr

3+ years exp

H2M architects + engineers is a multi-disciplined team of design professionals seeking an Administrative Support Professional to join their Civil Engineering team. This role involves providing administrative and secretarial support to a team of architects and engineers, ensuring efficient office operations and excellent customer service.

Architecture

Growth Opportunities

Responsibilities

Performs word processing for assigned group and as backup to other departments as needed (i.e., formatting and editing of correspondence, memos, proposals, reports, projects, spreadsheets, newsletters / brochures, monthly invoices, transmittals, presentations, bid tabs, adhering to company standards on specifications, etc.)

Performs designated administrative tasks (i.e., setup meetings: arranging time, organizing meeting room, and order/set-up/clean-up of food and supplies as needed), copying, scanning, filing, archiving, faxing, billing, distribution of project blue sheets, maintaining office machines etc

Provides excellent customer service (answer telephones for division personnel as requested, as well as screen and direct contractor and client calls or taking clear and concise messages to ensure clients are serviced in the most efficient and professional manner). Knows the whereabouts of department staff enforcing sign out/in procedure, as well as out-of-office assistant and other office etiquette requirements

Responsible for daily distribution of mail, as well as photocopying and preparing daily correspondence for afternoon mail (regular, Express Mail, Federal Express, UPS)

Serves as a mentor to new hires and junior staff on company standards, templates, policies, and procedures. Introduces staff to team members and answers any questions. Ensures that new hires have appropriate desk setup

Provide Front Desk phone support for the firm as needed and adheres to Front Desk operations standards

Serve as a company resource on MS Office suite, and provides guidance to staff as needed

Maintains common office areas clean and organized including kitchen [countertops, tables, sink and refrigerator], etc

Trains the staff on company standards and ensures that standards are being followed

Assist HR, Marketing and Finance departments with tasks when needed

Proactively anticipates staff and office needs and provides necessary administrative support

Performs other like duties as assigned by the company

Qualification

MS Office SuiteNotary LicenseAdobe WriterAdministrative ExperienceMulti-taskingEffective Communication

Required

High school diploma required

Must have Notary License (or be able to attain in the first three-months of employment)

3-5 years administrative/clerical experience in a professional office setting required, preferably assisting a Vice President and supporting a large group of internal and external clients

Knowledge of MS suite including Word, Excel, Access, Power Point required

Microsoft Outlook and Adobe writer experience required

Ability to multi-task and prioritize workload

Ability to communicate effectively with employees at all levels of the organization

Preferred

Associate or Bachelor's degree preferred

Benefits

Healthcare and wellness benefits

401(k) retirement savings with up to 6% employer matching contributions with 100% vesting schedule

Annual and spot bonus performance programs

Flexibility and paid time off

Tuition assistance for continuing education & professional licensure

Student loan debt repayment program

Technology allowance

Excellent professional development programs that are custom designed for employees at all levels

Employee Resource Groups, such as Diversity and Inclusion, Sustainability, Women’s Initiative and Young Professionals

Company

H2M architects + engineers

About H2M H2M architects + engineers is a multi-disciplinary professional consulting and design firm, proud of its long history of client service and consistent ability to meet tough architectural, engineering and environmental challenges head-on.

Founded in 1933

Melville, New York, USA

501-1000 employees