Administrative Support Professional

H2M•Troy, NY

22h•$20 - $26

About The Position

H2M architects + engineers, a multi-disciplined team of design professionals. With seven office locations located in New York and New Jersey is currently seeking an Administrative Support Professional to join our Civil Engineering team. Under the direct supervision of the Discipline Director, this position provides administrative and secretarial support for an office staff of architects and engineers. Job Responsibilities: Performs word processing for assigned group and as backup to other departments as needed (i.e., formatting and editing of correspondence, memos, proposals, reports, projects, spreadsheets, newsletters / brochures, monthly invoices, transmittals, presentations, bid tabs, adhering to company standards on specifications, etc.) Performs designated administrative tasks (i.e., setup meetings: arranging time, organizing meeting room, and order/set-up/clean-up of food and supplies as needed), copying, scanning, filing, archiving, faxing, billing, distribution of project blue sheets, maintaining office machines etc. Provides excellent customer service (answer telephones for division personnel as requested, as well as screen and direct contractor and client calls or taking clear and concise messages to ensure clients are serviced in the most efficient and professional manner). Knows the whereabouts of department staff enforcing sign out/in procedure, as well as out-of-office assistant and other office etiquette requirements Responsible for daily distribution of mail, as well as photocopying and preparing daily correspondence for afternoon mail (regular, Express Mail, Federal Express, UPS) Serves as a mentor to new hires and junior staff on company standards, templates, policies, and procedures. Introduces staff to team members and answers any questions. Ensures that new hires have appropriate desk setup Provide Front Desk phone support for the firm as needed and adheres to Front Desk operations standards Serve as a company resource on MS Office suite, and provides guidance to staff as needed Maintains common office areas clean and organized including kitchen [countertops, tables, sink and refrigerator], etc. Trains the staff on company standards and ensures that standards are being followed Assist HR, Marketing and Finance departments with tasks when needed Proactively anticipates staff and office needs and provides necessary administrative support Performs other like duties as assigned by the company

Requirements

High school diploma required. Associate or Bachelor’s degree preferred.
Must have Notary License (or be able to attain in the first three-months of employment)
3-5 years administrative/clerical experience in a professional office setting required, preferably assisting a Vice President and supporting a large group of internal and external clients
Knowledge of MS suite including Word, Excel, Access, Power Point required
Microsoft Outlook and Adobe writer experience required
Ability to multi-task and prioritize workload
Ability to communicate effectively with employees at all levels of the organization
Maintains technical knowledge through practice and awareness of changing skills in the industry. When necessary attends educational workshops, webinars, trainings to remain current on administrative skills and related computer software.
Displays a team mentality by interacting with all members of the division, serves as a point of contact for all personnel. Follows and adheres to the highest level of customer service expectations, for both internal and external clients. Displays a positive can do attitude and ensures that members of the team are following company standards at all times.

Responsibilities

Performs word processing for assigned group and as backup to other departments as needed (i.e., formatting and editing of correspondence, memos, proposals, reports, projects, spreadsheets, newsletters / brochures, monthly invoices, transmittals, presentations, bid tabs, adhering to company standards on specifications, etc.)
Performs designated administrative tasks (i.e., setup meetings: arranging time, organizing meeting room, and order/set-up/clean-up of food and supplies as needed), copying, scanning, filing, archiving, faxing, billing, distribution of project blue sheets, maintaining office machines etc.
Provides excellent customer service (answer telephones for division personnel as requested, as well as screen and direct contractor and client calls or taking clear and concise messages to ensure clients are serviced in the most efficient and professional manner). Knows the whereabouts of department staff enforcing sign out/in procedure, as well as out-of-office assistant and other office etiquette requirements
Responsible for daily distribution of mail, as well as photocopying and preparing daily correspondence for afternoon mail (regular, Express Mail, Federal Express, UPS)
Serves as a mentor to new hires and junior staff on company standards, templates, policies, and procedures. Introduces staff to team members and answers any questions. Ensures that new hires have appropriate desk setup
Provide Front Desk phone support for the firm as needed and adheres to Front Desk operations standards
Serve as a company resource on MS Office suite, and provides guidance to staff as needed
Maintains common office areas clean and organized including kitchen [countertops, tables, sink and refrigerator], etc.
Trains the staff on company standards and ensures that standards are being followed
Assist HR, Marketing and Finance departments with tasks when needed
Proactively anticipates staff and office needs and provides necessary administrative support
Performs other like duties as assigned by the company