NEW
Full Time
As a multimarket firm, we touch many areas of life: from designing highways and bridges that connect people, to clean water systems, to hospitals and corporate campuses of the future. That's why we're able to offer endless opportunities for people to hone their skills and strengthen their understanding of different disciplines and perspectives. Administrative Support is central to the success of the firm and behind all the hard work is a team of really sharp, down-to-earth people who love a good challenge - and a good time.Gresham Smith is looking for a Receptionist and Administrative Assistant to support our Tampa office.Responsibilities: Greet guests in a professional and friendly manner.Must enjoy dealing with a variety of people and portray a warm, friendly and welcoming persona.Maintain workplace security through building portal and company badging protocols.Assist with building parking cards and validations.Answering, forwarding, and screening calls.Order and maintain all supplies (office, copier, kitchen, etc)Maintain a clean and organized desk and community areas, as neededAssist department managers and business development leaders as needed. Receive and screen telephone calls and visitors, and refer to appropriate staff.Provide information regarding office/department policies or procedures.Type letters, memos, reports, narratives, and proposals from handwritten notes or other sources, as well as format the Gresham Smith way, edit and proofread materials such as letters, technical documents and forms.Schedule and coordinate meetings, travel, training classes, site visits and special office events for staff, as needed; including ordering / setup /clean up of catered food & beverageReceive, sort and distribute mail and incoming faxes; prepare online labels for Federal Express packages.Organize, establish and maintain record-keeping systems for correspondence, documents and records. Sort and box/bag items for archiving.As needed, process weekly expense reports for various individuals, follow-up with obtaining approvals and meeting Accounting's cutoff every Friday at 5:00 PM CST. As needed, coordinate timesheet approvals. Maintain department calendars. Prepare check requests for pre-approved society memberships and miscellaneous invoices. Coordinate and schedule lunch-n-learns with industry representatives for staff; maintain an office events calendar for sharing with staff.Maintain cleanliness and tidiness of community areas such as Reception, Hub, and Resource Library.Coordinate and schedule library updates with industry representatives, as needed. Minimum QualificationsHigh school diploma (or GED) is required; prefer Bachelor's degree / Associate's degree in Business Administration or equivalent field. Good communication skills; oral and writtenConsistent professional dress and mannerAble to contribute positively as part of a team, helping staff as requestedAble to lift up to 20 lbs.1-3 years' experience supporting an Architectural/Engineering/Design firm, is preferred.Deltek Vision, Newforma software knowledge also preferredExcellent Microsoft Office Suite skills including Word, Excel, PowerPoint and TeamGresham Smith is committed to fostering a diverse workforce and is proud to be an Affirmative Action/Equal Opportunity Employer of Minorities/Women/Protected Veterans/Individuals with Disabilities. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, age, national origin, veteran status, disability, or any other classification protected by law. Gresham Smith will not accept unsolicited resumes from recruiters, headhunters, contract recruiters, search firms or employment agencies. An executed GRESHAM PLACEMENT SERVICES AGREEMENT (PSA) is required prior to any payment obligation for either a referral or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously executed PSA, GRESHAM SMITH explicitly reserves the right to recruit and hire those candidate(s) at its discretion, and without any financial obligation whatsoever to the recruiter or agency. Any such unsolicited resume or candidate contact information, including those submitted directly to GRESHAM SMITH'S hiring managers or any other employee, shall become the property of GRESHAM SMITH upon receipt.
Location/Region: Tampa, FL (33694)