Administrative Assistant/Receptionist

EXP•Coral Gables, FL

4d•Onsite

About The Position

EXP is seeking an Administrative Assistant/Receptionist to support its Coral Gables office and dynamic teams. This position is in the office five days a week. The role includes reception, office operations, coordination, and clerical support, as well as preparing written project materials such as business communications, reports, and technical specifications. The successful candidate will have extensive experience with administrative, reception, and clerical duties and be able to work independently with minimal supervision. Knowledge of construction documents and shop drawing submittals is a plus.

Requirements

Extensive experience with administrative, reception, and clerical duties, including the ability to work independently with minimal supervision.
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, balance short-term deadlines against long-term goals, and manage time effectively.
Attention to detail and problem-solving skills.

Nice To Haves

Seven or more years of relevant administrative experience preferred.
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 with 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 and 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.