Office Support Specialist

Widseth Smith Nolting and Associates Inc•Duluth, MN

just now•Onsite

About The Position

WiDSETH is seeking an Office Support Specialist for the Duluth, MN office. This position will consist of conducting general office administration functions as well as providing project administration support for office design and construction projects. Widseth is a thriving, well-established professional services firm providing architecture, engineering, land surveying, environmental, and associated services throughout the Upper Midwest. With more than 200 employees working from 12 offices across Minnesota and North Dakota, Widseth combines the stability of a mid-sized firm with a small-firm experience. Widseth provides competitive compensation based on relevant experience and background, discretionary annual profit-sharing bonuses, health insurance, health savings accounts, flex benefits, life insurance, short-term disability, long-term disability, dental and vision paid time off, paid holidays and opportunities for professional development and continuing education. Recognized by Prairie Business Magazine as one of the 50 Best Places to Work, consider joining the hard working, fun, collaborative, and supportive environment at Widseth where every day we strive to enable our core purpose: Create Value. Inspire Greatness. EOE/AA

Requirements

Demonstrated interest in performing the role.
Proven work experience in a similar role of 1+ years.
Academic training in related field preferred.
Strong written communication skills and proofreading ability.
Demonstrated diverse ability to provide professional and friendly customer service to both internal and external clients.
Excellent organizational skills, multi-tasking and time-management skills, with the ability to self-prioritize.
Strong attention to detail.
Result oriented.
Flexible and adaptable to changing work direction.
Proven ability to problem-solve and make decisions.
Demonstrated ability to collaborate and work effectively with others at all levels of the organization, both internally and externally.
Proficient in Microsoft Word, Excel, Outlook and Teams.
Demonstrated desire to learn and take on the use of new technology and areas of responsibility.

Nice To Haves

Previous experience in architectural, engineering or construction industry
Familiarity with AIA documents

Responsibilities

Answer and direct incoming company phone calls while maintaining professionalism and courtesy.
Greet visitors.
Maintain and order office supplies.
Oversee office equipment maintenance and service.
Assist in coordinating the scheduling of events including lunch-in-learns, meetings, etc.
Draft memos, record meeting minutes, and other assigned correspondence as assigned.
Scan, print, and maintain documents filing per Widseth standards.
Manage incoming mail distribution and prepare outgoing shipments as needed.
Coordinate work with support staff in other offices, including cross-office phone coverage.
Ensure bulletin board is compliant with Widseth employment notifications and postings.
Other duties as assigned including supporting corporate initiatives.
Assisting project managers with project contracts and construction administration documentation.
Review contractor progress payment applications and monitor project documentation status.
Assist in project records setup, client record and database management, record keeping and digital filing, and project closeout procedures.
Assist with the submission of state plan review applications.
Other duties as assigned based on experience.