Job Description

POSITION TITLE: Administrative Assistant / Receptionist

POSITION SUMMARY:

CSArch, an A/E firm with offices in Albany and Newburgh, NY is currently seeking a full-time Administrative Assistant / Receptionist for the Albany office. The Administrative Assistant / Receptionist, often the first CSArch team member to speak to clients and prospective clients, is responsible for answering phones, greeting guests, and providing administrative assistant support for the office.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Answers and routes phone calls to appropriate staff. This may include giving limited information as supplied by project architect or engineer regarding a project out to bid or re-routing questions from contractors and plan rooms requesting information about projects out to bid.
• Greets visitors and announce guests to appropriate staff. Offers coffee, tea, etc. Keeps public areas presentable.
• Processes incoming and outgoing mail, UPS, and when necessary, FedEx. Maintains and refills postage meter as needed. Logs UPS online and prepares packages for pick up. This position is responsible for taking outgoing mail to the Post Office before it closes every day.
• Inventories and orders office and coffee supplies, puts them away, and organizes their storage.
• Files documents in Central Files.
• Schedules and arranges luncheons with vendors, orders lunches, makes travel arrangements, coordinates outside printing needs.
• Assists marketing department with administrative support for proposals (printing, binding). Maintains mailing lists and helps with mass mailings.
• Assists staff with administrative support for typing, filing, scanning and copying. Maintains contact information in Outlook and Base CRM. Assists with specifications, generating AIA Docs, Submittal Exchange, Newforma, etc.
• Support the accounting department by scanning invoices and filing in network folders for processing. Prepare monthly reports for copiers and postage. Reconcile and organize monthly credit card receipts. Assisting with other tasks as needed.
• Maintains office equipment: copiers, phone. Calls and is main contact for repairs. Keeps project logs and copiers up to date.
• This position is responsible for unlocking and locking the front door during business hours, turning the waiting area monitor on and off, and may also supply administrative services to staff such as maintaining schedules, updating automated phone messages, keeping internal phone lists current, monitoring sign-out board, typing, copying, scanning as requested by staff.
• Contacts Landlord/maintenance with any building issues. Updates staff on information provided by Landlord.
• Facilitate firm-wide emails relevant to Staff Meetings and Events. Order requested supplies for meetings and events.
• Assist HR with onboarding/data entry of new hires and other relevant tasks.
• At times there may be confidential requests or confidential information that you are privy to when completing a task, it is imperative that these requests and/or information remain confidential.
• Other tasks as needed.

REQUIREMENTS/QUALIFICATIONS:

• Licensure Requirements: Not Required
• Education Requirements: High school diploma required; Associate’s or Bachelor's degree preferred.
• Experience: At least 1 year of related experience required.
• Computer Skills: MS Office Suite, Adobe Suite, AIA Software, DocuSign, Submittal Exchange a plus.
• Able to prioritize and handle multiple tasks efficiently, maintain pleasant and professional phone manner even under pressure, be very organized, self-starting and motivated, have good written and oral communication skills, work at a fast pace and under deadlines, have knowledge of office equipment.
• While this is primarily a desk position, it requires regular lifting/carrying up to 40 lbs.

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