Receptionist/Administrative Assistant

HDR•Los Angeles, CA

About The Position

HDR is hiring a Receptionist/Administrative Assistant to support staff and maintain office operations. The role handles reception, telephone calls, messages, visitors, mail and deliveries; manages supplies and conference room arrangements; and assists with facilities, office organization and administrative tasks. The position also involves errands using a personal vehicle and other projects assigned by a supervisor. HDR describes itself as an employee-owned company committed to inclusion, collaboration and creating a welcoming environment. Its teams work across service lines including Water, Architecture, Building Engineering Services, Field Services, Power, Waste, Industrial and Transportation.

Requirements

High school diploma or equivalent.
Excellent verbal and written communication, including grammar, punctuation, proofreading, spelling and telephone skills.
Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment.
Self-motivated, well-organized and detail-oriented.
Ability to handle confidential information.
Proficiency with Microsoft Office, including Word and Outlook.
Commitment to actively participating in HDR's employee-owned culture.

Nice To Haves

Associate degree or at least one year of experience as a receptionist, administrative assistant or clerical support worker.
Previous office environment experience.

Responsibilities

Answer and direct telephone calls, deliver messages, greet employees and visitors, and distribute incoming faxes and mail.
Order and stock supplies for the kitchen, production room and other areas; verify orders upon delivery.
Maintain conference room schedules in Outlook, rearrange meetings with permission, and order food after confirming with the organizer.
Set up food and beverages for meetings and ensure conference rooms are cleaned and ready afterward; arrange furniture and restore its original layout.
Open, date-stamp, sort and distribute mail, UPS, faxes and other deliveries daily.
Prepare outgoing UPS and regular mail daily.
Review the administrative calendar daily and complete assigned tasks.
Submit facility maintenance work orders and follow up on them.
Maintain Visa purchases with digital backup.
Maintain a log for safety and other equipment checked in and out.
Set up desks and supplies for new hires and clean desks of terminated employees.
Clean and restock coffee machines, load and unload the dishwasher, and organize kitchen and common areas daily.
Research supplies, food, venues and reference materials as needed.
Pick up food, office supplies, sodas and other items for meetings and office snacks as needed.
Perform photocopying, scanning and printing assignments.
Run errands using a personal vehicle.
Perform other administrative tasks and projects as assigned by the supervisor.