Reception Administrative Support

Summary Description: Under the general direction of the COO, this person will provide administrative support to the front desk and studios as needed, ultimately assuming responsibility for timely and accurate maintenance of general data within the firm. Coverage of the front desk and responsibilities for back up of other roles will be required.

Essential Responsibilities:

• welcome clients, consultants, and staff to the office
• answer phones, and provide other traditional receptionist support
• support general office maintenance to include supplies, kitchen, common areas, etc.
• coordinate administrative needs of staff members in assigned Studio(s), including correspondence, scheduling, calendar management, expense reports and shipping/delivery needs
• coordinate and assist IT with employee hardware and software set up as needed
• assist with maintaining electronic files
• meeting coordination, including conference room set up, ordering lunches and organizing company and team events
• enroll employees in rental car program
• credit card authorizations for hotels for employee travel
• daily deposits
• coordinate quarterly employee one on one’s for Kansas City office
• various other specialized duties as assigned

In the temporary absence of other key roles, back up duties can include but are not limited to:

• Filing/archiving
• coordinate travel reservations as needed
• point of contact with building maintenance and janitorial service teams
• various other duties as assigned

Education/Experience:

• High school diploma or equivalent as well as some college preferred.
• This person should have experience in a related administrative role.
• 5 years of administrative assistant experience preferred.
• Experience in an architecture office is desirable, but not essential.

Certifications/Licenses/Registrations:

• Possession of a valid motor vehicle operator’s license and willingness to use insured personal vehicle in the course of employment.

Qualifications/Skills:

• Ability to maintain high level of confidentiality and personal tact a must.
• Candidate must be eager to learn and have excellent organizational and multi-tasking skills, exceptional initiative, and ability to work effectively in a professional atmosphere, strong written and oral communication skills.
• The knowledge of standard office policies, procedures and standards, general computer knowledge is a must.
• Excellent Microsoft Office Word and Excel required.
• Knowledge of Deltek VantagePoint and Newforma software a plus.

• Ability to demonstrate effective communication and mentorship/leadership skills
• Excellent problem-solving skills and the ability to confidently and decisively take action
• Self-motivated with a strong work ethic and personally driven to consistently meet project deadlines and performance goals
• Ability to work independently, as well as with various disciplines and types of people and committed to being an effective, contributing team player

The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Equal Opportunity Employer/Veterans/Disabled