Job Description

The Administrative Assistant ensures efficient day-to-day office operations. This position provides a wide variety of support to staff in addition to maintaining office facilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Please note that this position requires communication and coordination with fellow Treanor administrative assistants and financial staff for efficient production.

Hospitality & Secretarial Duties

• Greets guests and provides a pleasant front of house presence
• Answers the main phone line and transfers calls - company wide
• Receives, distributes, & sends mail (USPS, UPS, FedEx)
• Sends flowers/cards when necessary
• Assists staff with writing, filing, sending/receiving documents

Facilities Management

• Maintains Treanor properties by contracting for maintenance services, recording maintenance issues, scheduling and supervising repairs.
• Coordinates meetings; reserves and prepares facilities. Arranges for refreshments and/or meals for business meetings
• Provides IT set up in Conference Rooms
• Manages conference room calendars
• Manages office kitchen- purchase and stock grocery, kitchen and restroom supplies
• Utilities Service Management- Acts as office contact person for all office utilities (ie. gas, water, recycling)
• Maintains office equipment (postage machine, fax machine, printers, plotter). i.e. loads paper, toner and schedules service
• Orders and organizes office supplies and shipping supplies
• Maintains supply inventory and is responsible for keeping adequate inventory on hand.
• Communicates specific needs and issues to cleaning service

Growth & Learning

• Schedules and organizes Lunch and Learns (AIA product presentations)
• Provides CEU professional development support
• Manages physical library
• Orders all reference materials

Financial

• Assists with payables/receivables (manages office invoices and scans information finance team.)
• Provides expense report assistance to all local staff.

Project Support and Delivery

• Schedules business conference events
• Make hotel, air, car rental and other reservations for staff when requested
• Provides market research when requested
• Provides support to finalize, print, deliver and/or ship marketing materials when requested
• Provides data entry support (Deltek, Newforma, SharePoint)
• Scans and files project documents
• Assists in making project binders, punch lists, project manual edits, etc.
• Provides contract administration support; has the ability to learn and navigate file share systems (ie. SharePoint & Newforma) to assist in the CA process.
• Works effectively and professionally with all levels in the organization
• Maintains healthy and professional relationships with all employees

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and have a desire to learn and grow in their role. The requirements listed below 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.

• Proficient with the MS software (Word, Excel, PowerPoint, Teams).
• Strong typing skills in regard to speed and accuracy.
• Familiarity with Deltek Vantagepoint, Newforma and SharePoint programs is not required, but is a plus.
• Familiarity with Architectural industry preferred.
• Excellent spelling and grammar skills required.

PHYSICAL REQUIREMENTS

The physical demands noted below are representative of those that must be met by an employee to successfully perform the essential functions of this job:

• Visual acuity and listening ability
• Dexterity to operate office equipment such as computer, printer, copier, telephone, voice mail system and other office equipment.
• Able to drive and safely operate a motor vehicle preferred.

Treanor is committed to fair and equitable compensation practices. A candidate’s salary is determined by various factors including, but not limited to, degree, relevant work experience, skills, and certifications. The anticipated base compensation for candidates meeting the stated requirements is $25-30 an hour and may vary by states we operate in.

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