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Company

Original Job Post

Kimley-Horn · 2 days ago

Administrative Assistant

Oakland, CA

Full-time

Onsite

Mid Level

$59K/yr - $77K/yr

4+ years exp

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Civil Engineering

Growth Opportunities

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Responsibilities

Manage front desk reception area; greet visitors both face to face and on the phone.

Maintain general housekeeping for reception area, conference rooms and kitchen; perform floor walks to identify facility needs, i.e. light bulbs, leaks, etc.; coordinate various building maintenance activities with property management.

Manage Staples supply order to ensure office supplies are always stocked; submit special supply order requests as needed.

Manage calendar of shared office resources including conference rooms and fleet vehicles, booking time slots and handling scheduling conflicts as necessary.

Coordinate FOB access, parking and desk space for new hires and office visitors.

Manage incoming and outgoing mail/packages, including making labels, distributing mail, ordering/printing postage and mailing supplies as needed.

Facilitate annual office safety compliance review.

Partner with VP of Fun on all office-wide events.

Order catering for internal and external meetings.

Receive and process invoices; support Practice in completing timely expense reports.

Assist with producing plans, contract documents, project manuals and reports (copying, printing and/or scanning documents) and requesting insurance certificates.

Regularly run local errands, i.e. dropping off documents.

Coordinate travel as requested.

Special projects as identified.

Qualification

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Available to WorkValid Driver's LicenseLocal ErrandsNotary CertificationMS OfficeWordExcelPowerPointOutlookAdobe ProCreative Cloud WritingProofreading

Required

Available to work 8:00am – 5:00pm Monday - Thursday and 8:00 am – 3:00pm Friday; flexibility may be available if specific needs are addressed during interview process.

H.S. Diploma or equivalent with minimum 4 years related experience; Bachelor’s degree and 1-2 years administrative support strongly preferred.

Strong writing, editing and proofreading skills.

Valid driver’s license; ability and willingness to run local errands regularly, i.e. dropping off documents.

Valid Notary, or ability to become quickly certified.

Proficiency with MS Office including Word, Excel, PowerPoint, Outlook and Adobe Pro/Creative Cloud.