Administrative Assistant - Front Desk

HNTB Corporation•New York, NY

1d•$25 - $47•Onsite

About The Position

At HNTB, you can create a career that is meaningful to you while building communities that matter to all of us. For more than a century, we have been delivering solutions for some of the largest, most complex infrastructure projects across the country. With our historic growth, it is an exciting time to join our team of employee-owners. This opportunity is for an Administrative Assistant in our Manhattan, NY Office, supporting a broad range of administrative functions for an office of 400+ people across multiple New York locations. As a key member of the NY Administrative Team, the Administrative Assistant will be the first face/voice that clients, visitors, and employees encounter when visiting or contacting the New York Office. Brings a positive, proactive perspective, by providing outstanding, professional, customer-focused support. Organized, detail-oriented, personable leader who exhibits the following:

Requirements

High School Diploma/GED or equivalent
4 years related administrative experience
Must be able to work in office Monday - Friday from 8am. - 5pm. ET.
This is not a hybrid or remote role.
Ability to maintain confidentiality
Planning, time management and organizational skills
Ability to balance multiple tasks and changing priorities
Attention to detail
Demonstrated ability to compose, edit and proof read written documents (routine letters, business correspondence and reports of varying complexity)

Nice To Haves

Experience with large architecture, design or construction management firms a plus

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.