Administration Coordinator

Position Open: February 11, 2022
Position Close: Until filled

Clark Nexsen is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity, disability, or protected veteran status. AAP. Drug-free workplace. E-verify. Applicants must be legally authorized to work for Clark Nexsen Inc. without employer sponsorship. We do not typically sponsor H-1B or any other work visa petitions.

Must apply online through website at www.clarknexsen.com.

Firm Description

When you come to work for Clark Nexsen, you’ll experience a collaborative, entrepreneurial environment where imaginative thinking is encouraged and supported. We are a national, transdisciplinary architecture, engineering, and consulting firm, but we believe that our role in making the world better is not limited to design. Our vision and values drive our culture, our work, and our commitment to giving back to our communities through volunteerism and charitable giving.

With 11 offices spanning Virginia, North Carolina, Georgia, Tennessee, and Texas, our people shape the future by discovering opportunities to transform the way we live in and experience our world. We believe the best ideas come from collaboration, working across disciplines to inspire innovation and deliver high-performing projects for U.S. and global clients.

We offer generous compensation and benefits, including health, dental, vision, 401k, short and long term disability, paid time off, Aflac, flexible benefits, and legal resources. To learn more about our culture and expertise, please visit www.clarknexsen.com.

Position Description

We seek to hire an Administrative Coordinator in our Raleigh, NC office who will serve as an ambassador of the firm and provide general administrative support to offices as part of an administrative team.

General responsibilities may include but are not limited to the following:

• Greet and guide guests visiting an office, including:
  • Greets all incoming guests
  • Cover the reception desk when required
  • Opens and closes visitor area, maintaining a neat and orderly appearance
• Arrange and provide support for meetings on site, as well as off site
  • Schedule and coordinate staff, including meeting space
  • Coordinate food orders from outside vendors
  • Arrange furniture in meeting rooms, if requested
• Write and edit documents from letters to reports and instructional documents
• Open, sort, and distribute incoming correspondence and packages
• Prepare packages for shipping to other locations
• Prepare communications, such as memos, emails, reports, and other correspondence
• Management and coordination of firmwide services, which may include:
  • Answering a multi-line telephone system and directing all incoming calls appropriately
  • Travel arrangements for office staff
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Coordinate office maintenance with building management
  • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
  • Company vehicle management and maintenance
• Develop and update administrative processes to make them more efficient
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Other tasks, as assigned

Position requirements include but are not limited to the following:

• Good listening skills, able to follow simple instructions
• Good interpersonal skills
• Cheerful, pleasant demeanor
• Punctual
• Reliable
• Presents a professional image
• Ability to work with minimal supervision
• Team player
• Ability to speak and write using proper grammar
• If responsible for answering the telephone system:
  • Professional telephone etiquette
  • Professional and clear speaking voice, easily understood by incoming callers

• A high school diploma or GED equivalent is required
• Post high-school education in English is desirable
• Associates degree or certificate in administrative support or business-related field is desirable

Software Skills

An Administrative Coordinator should be able to effectively utilize current company software programs for word processing, e-mail, and information management.  Current programs include:

• MS Word
• MS Excel
• MS Outlook
• Deltek Vision

Career Experience

An Administrative Coordinator should typically have a minimum of 2 years of receptionist experience and prior experience within a professional office setting of 50 or more employees is desired.
Other Criteria

• Possess strong verbal communication skills, being comfortable communicating with senior-level management, project team members, clients, and members of the general public
• Have an enthusiastic, client-oriented, can-do attitude with a desire to provide outstanding professional services
• Be dedicated to his or her professional development as well as the success of colleagues and the firm as a whole
• Knowledge of A/E Industry and terms commonly utilized
• Be knowledgeable with all office equipment:  computers, copiers, printers, scanners
• Have strong organizational skills and the ability to multi-task
• Possess excellent written communication skills, being able to prepare effective and concise documents, free of grammatical and spelling errors
• Possess strong verbal communication skills, being comfortable communicating with senior-level management and design team members
• Must be able to perform the following physical and mental tasks:
  • Visual acuity (e.g., needed to prepare and analyze data, to transcribe documents, to view a computer, to read, to inspect objects, to operate machinery
  • The repetitive motion of any part of the body
  • Capacity to think, concentrate and focus for long periods
  • Ability to read complex documents in the English language
  • Capacity to reason and make sound decisions
  • Ability to write complex documents in the English language
  • Capacity to express thoughts orally

Phyiscal Requirements

Work is sedentary and often performed in an office setting. Work area is lighted, heated, and ventilated. This position may require extended periods of standing, sitting, as well as some repetitive movements, bending and lifting of minimal weight. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.