Administrative Assistant/Receptionist

EXP•Coral Gables, FL

5d•Onsite

About The Position

The Administrative Assistant/Receptionist supports EXP’s Coral Gables office and works onsite five days a week. The role provides reception, office coordination, clerical, and administrative support to project managers, coordinators, staff, clients, and visitors. The successful candidate is expected to handle established and multiple priorities independently, with minimal supervision, and to help prepare written project materials such as business communications, reports, and technical specifications. Knowledge of construction documents and shop drawing submittals is a plus.

Requirements

Seven or more years of relevant administrative experience preferred.
Proficiency in Microsoft Office Outlook, Word, and Excel.
Excellent written and verbal communication skills.
Ability to work independently and with individuals at a variety of levels, both inside and outside the firm.
Understanding of and working knowledge of the design and construction industry.
Ability to independently manage multiple established priorities and balance short-term deadlines against long-term goals.
Good time management skills.
Attention to detail and problem-solving skills.
Extensive experience with administrative, reception, and clerical duties, including working independently with minimal supervision.

Nice To Haves

Knowledge of construction documents and shop drawing submittals.

Responsibilities

Answer and direct telephone calls professionally, greet guests, and maintain the cleanliness of the front entrance.
Order, stock, and maintain kitchen, copy room, and printer supplies.
Manage incoming and outgoing regular mail, courier shipments, and receipts.
Coordinate and arrange health and safety training for staff and maintain the training certificate database.
Assist project managers in procuring WSIB and insurance certificates for projects.
Assist other administrative staff as required, including providing overflow support to other coordinators.
Open and close the office and set up or shut down the reception area.
Prepare meeting rooms, including setup, reset, catering, and cleanup before and after meetings.
Perform administrative duties including data entry, copying, emailing documents internally and to clients, filing, document retrieval, scheduling and coordinating meeting rooms, information gathering, word processing, document binding, and document scanning.
Prepare written project materials, including business communications, reports, and technical specifications.