Administrative Support Professional

H2M Careers • Troy, NY

1d • $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.

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

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

Benefits

• H2M continuously strives to provide our employees and their families a comprehensive benefit experience surrounding their physical and financial well-being.
• We offer healthcare and wellness benefits, 401(k) retirement savings with up to 6% employer matching contributions with 100% vesting schedule, annual and spot bonus performance programs, flexibility and paid time off.
• We also offer tuition assistance for continuing education & professional licensure, student loan debt repayment program, technology allowance and excellent professional development programs that are custom designed for employees at all levels.
• H2M continually supports their employees through different Employee Resource Groups, such as Diversity and Inclusion, Sustainability, Women’s Initiative and Young Professionals.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 501-1,000 employees