This job has closed.

HNTB · 1 week ago

Administrative Assistant - Front Desk

New York, NY

Full-time

Onsite

Mid Level

$24.81/hr - $46.52/hr

4+ years exp

HNTB is a company focused on delivering solutions for complex infrastructure projects across the country. They are seeking an Administrative Assistant to support a broad range of administrative functions in their Manhattan office, acting as the first point of contact for clients and visitors while providing professional customer-focused support.

ConsultingLegalReal Estate

Growth Opportunities

No H1B

Hiring Manager

Dana Garrison

Responsibilities

Primary receptionist at our mid-town Manhattan office which spans 3 floors in the Empire State Building full time in office, Monday through Friday, between 8 AM – 5 PM. First point of contact to greet visitors and clients. Ensure visitors and staff are met with a warm greeting and an experience that is consistent with the HNTB brand

Primary responsibility is to answer/transfer phone calls, ensuring each caller is promptly assisted and redirected if necessary

Registers visitors, vendors and guests, as well as creates work orders for the New York office through the Empire State Building’s property management applications. Coordinates vendor timing and access, including freight elevator reservations

Primary responsibility for shipping and receiving, including UPS, FedEx, and USPS. Receives packages, helps staff in preparing outbound shipments, and facilitates distribution of received items to staff members

Orders/maintains stock and distributes office supplies and personal protective equipment (PPE). Ensures stock rooms across the office are kept filled

Assists the Supervisor of Office Administration with logistics (staffing, administration) for office events, including the upcoming renovation of the New York office and the buildout of a new White Plains office

Assists Administrative Team in managing calendars for New York office workspaces via the Tactic application and assists staff in resolving space/issues

Assists Administrative Team in managing conference room reservations and Empire State Building Observatory passes via Microsoft Outlook

Assists Administrative Team in monitoring/responding promptly and accurately to requests made by staff to the New York Office Administrative Team email inbox

Organizes and maintains office files and records (electronic and hardcopy) in accordance with internal retention policy and procedures

Assists Administrative Team in preparing and submitting expense reports, ensuring timely processing, supporting documentation and accurate coding of expense items

Maintains multiple calendars and schedules appointments. Coordinates and schedules meetings and prepares meeting agendas. Coordinates and arranges the logistics and details of travel and accommodations, and prepares travel itineraries

Screens incoming calls, emails, letters and visitors. Answers routine questions and provides information on behalf of the manager. Sorts and distributes incoming mail and prepares outgoing mail. Routes or answers routine correspondence not requiring manager’s attention

Communicates management’s instructions or desires to various individuals and/or departments and initiates follow-up action. Furnishes and obtains information from other executives or outside representatives as requested

Prepares reports, gathering and summarizing a variety of data from multiple sources. Composes and produces a variety of correspondence, reports and presentations under general guidance using the appropriate software for word processing, graphics and spreadsheets

Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures

Prepares and submits expense reports, ensuring timely processing, supporting documentation and accurate coding of expense items

May transcribe dictation, often covering subjects of a technical and/or confidential nature

Performs other duties as assigned

Qualification

Administrative experienceMicrosoft OutlookTime managementAttention to detailProofreadingCustomer serviceEvent logisticsConfidentialityOrganizational skillsCommunication skills