Receptionist/Administrative Assistant

HDR • Saint Louis Park, MN

74d

About The Position

In the role of Receptionist / Administrative Assistant, we’ll count on you to: Answer and direct phone calls, deliver messages, greet employees and visitors, and distribute incoming mail. Maintain conference rooms and reception area, including meeting room preparations and technical set up. Assist with coordination and organization of large in-house or client meetings. Catering coordination including ordering, set-up, and clean-up. Backup for daily kitchen upkeep: empty/load dishwasher, maintain supplies and appearance. Process incoming/outgoing mail, courier, USPS, UPS, FedEx, etc. Process business card orders for staff. Coordinate with property management as needed (i.e., repair requests, lost & found, janitorial concerns, conference room reservations, etc.). Coordinate with office vendors as needed (i.e., vending, coffee machines, plants, etc.). Assist Area Manager, Area Administrative Manager and Human Resources with executive administrative support, preparation of operating plans, and other reports as requested. Coordinate and develop departmental administrative policies and procedures. Assist employees with the submittal and approval of timecards. Produce communication through email, SharePoint, presentations, and other documents. Complete word processing and formatting for letters, memos, reports, labels, and other documents as requested. Maintain and order office supplies and assist Safety Coordinator with safety gear. Provide guidance to employees as necessary. Provide administrative support to all business groups as needed. Coordinate employee engagement events. Assist and coordinate with other administrative staff to complete required support activities. Perform other duties as needed.

Requirements

• High School diploma or equivalent
• Self-motivated, detail-oriented professional, ability to multitask a must
• Proficiency with MS Office including Word and Outlook
• Ability to handle confidential information
• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment
• Excellent verbal and written communication skills including grammar, punctuation, proofreading, spelling and telephone skills
• An attitude and commitment to being an active participant of our employee-owned culture is a must

Nice To Haves

• Associate’s degree preferred
• 3 or more years of experience in a professional environment
• Must be available during core business hours, Monday through Friday
• Preference given to local candidates
• Strong organizational skills
• Strong attention to detail
• Ability to take direction from multiple levels of professional staff

Responsibilities

• Answer and direct phone calls, deliver messages, greet employees and visitors, and distribute incoming mail
• Maintain conference rooms and reception area, including meeting room preparations and technical set up
• Assist with coordination and organization of large in-house or client meetings
• Catering coordination including ordering, set-up, and clean-up
• Backup for daily kitchen upkeep: empty/load dishwasher, maintain supplies and appearance
• Process incoming/outgoing mail, courier, USPS, UPS, FedEx, etc.
• Process business card orders for staff
• Coordinate with property management as needed (i.e., repair requests, lost & found, janitorial concerns, conference room reservations, etc.)
• Coordinate with office vendors as needed (i.e., vending, coffee machines, plants, etc.)
• Assist Area Manager, Area Administrative Manager and Human Resources with executive administrative support, preparation of operating plans, and other reports as requested
• Coordinate and develop departmental administrative policies and procedures
• Assist employees with the submittal and approval of timecards
• Produce communication through email, SharePoint, presentations, and other documents
• Complete word processing and formatting for letters, memos, reports, labels, and other documents as requested
• Maintain and order office supplies and assist Safety Coordinator with safety gear
• Provide guidance to employees as necessary
• Provide administrative support to all business groups as needed
• Coordinate employee engagement events
• Assist and coordinate with other administrative staff to complete required support activities
• Perform other duties as needed

What This Job Offers

• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees