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Front Desk Administrator

2 months ago

Boston, United States Suffolk Construction Full time

Overview

Overview:

As a national leader in the construction industry, Suffolk is redefining what it means to build. We challenge the status quo every day by gathering the people, innovations, and partnerships that can explore and go after new ways to do our jobs. Our focus on high-performing teams and technology translates to groundbreaking solutions for all industry sectors and phases of building. We provide value throughout the entire project lifecycle by leveraging our core construction management services alongside vertical service lines, an approach that is revolutionizing the industry and making a permanent mark on the world of business. Join us for a thrilling experience that will energize you, challenge you, and propel your career.

About Suffolk:

Suffolk is a national enterprise that invests, innovates, and builds. We provide value throughout the entire project lifecycle by leveraging our core construction management services with vertical service lines that include real estate capital investment, design, self-perform construction services, technology start-up investment and innovation research and development. We have $4.5 billion in annual revenue, 2,400 employees, and main offices in Boston (headquarters), New York, Miami, West Palm Beach, Tampa, Estero, Dallas, Los Angeles, San Francisco, and San Diego. We serve clients in every major industry sector, including health care, science and technology, education, gaming, transportation and aviation, and commercial. Suffolk is privately held and is led by founder, chairman and CEO John Fish. We’re ranked #23 on the Engineering News Record list of “Top 400 Contractors.” And we’re proud to be a certified 2020 “Great Place to Work.” For more information, visit www.suffolk.com and follow Suffolk on Facebook, Twitter, LinkedIn, YouTube, and Instagram. 

The Role:

The Director of First Impressions/Office Administrator is responsible for providing an exceptional experience as the first person to interact with clients and vendors both face-to-face, over the telephone and by email.  Provides the highest level of customer service by greeting guests, clients and associates in a professional, warm and sincere manner while supporting overall business efforts. Oversees the front desk, performs office assistant/administrator functions, manages internal meeting spaces, and ensure general office organization.

Responsibilities

  • Provides best in class service to external clients, business partners, and vendors in person, over the telephone and by email correspondence.  Professionally interacts with clients, visitors, vendors and all departments/divisions within the company.  Answers the phone in a timely manner, screens and directs incoming phone calls to the appropriate person.
  • Receives mail and packages daily.  Signs for and records packages. Promptly sorts and processes all incoming U.S. mail and interoffice mail.  Distributes mail and packages to all appropriate persons and/or departments/divisions. 
  • Manages all outgoing mail and outgoing courier service needs for associates and departments/divisions.  Monitors supplies for the postage machine and ensures funds are added timely.  
  • Performs a broad variety of administrative duties, including preparing and formatting reports, electronic filing, and updating various company listings.
  • Responsible for maintaining, placing all service requests, and tracking all copy/scanning/fax machines in the office. 
  • Organizes and maintains the appearance of the internal meeting spaces/conference rooms and general shared office areas. 
  • Maintains conference room calendars; assist with scheduling/coordinating appointments, events and meetings.  Oversees and coordinates arrangements for in-house meetings for clients, business partners and employees, including catering.  Assist with setting up AV equipment and conference calls, contacting IT department as necessary.
  • Communicates directly with building owner/landlord on matters relating to cleaning services, maintenance, general disruptions, and communicating and arranging repairs.
  • Assists with preparation for new hires, coordinating equipment, setting up workstation or office, distributing building pass, providing information on office security, and interacting with Human Resources for service request forms.
  • Maintains the supply closet and kitchen area, ordering general office materials, supplies, and kitchen supplies.  Places special orders at the request of supervisor or other management staff in the region when needed.
  • Ensures that kitchen is stocked and restocked on a daily basis with adequate inventory of k-cups, hot and cold cups, lids, paper towels, utensils, dish soap, hand soap, etc. 
  • Confirms sufficient resources are provided at common office stations and equipment (copy/fax paper, pen/pencils, staples, etc.).
  • Update necessary forms to administer reception, conference rooms, and kitchen areas: conference schedule, telephone extension list, and field staff mailing.
  • Assists with document storage including the coordination of retrieval, archive documents and record keeping.
  • Order and submit business card requests, on an as needed basis.
  • Establishes and maintains working relationships with all members of the Suffolk team.
  • Performs other office related duties as assigned or directed.
  • Maintain existing systems and develop systems where necessary.
  • Assist in the planning and execution of regional and employee engagement events.
  • Support general administrative and employee engagement efforts in the main office.

Qualifications

  • High School Diploma or equivalent required, College graduate preferred.
  • Strong work tenure of 3 to 5+ years of directly related experience in administrative/receptionist role. 
  • Excellent interpersonal and customer service skills with the ability to build relationships with staff, external partners, clients and executives.
  • Strong organizational skills reflecting the ability to perform and prioritize multiple tasks with high quality and excellent attention to detail and to be adaptable to various competing demands.
  • Excellent written and verbal communication skills.
  • Proven ability to handle confidential information with discretion.
  • Outstanding team player willing to help at a moment’s notice and a keen ability to prioritize urgent matters.
  • Proficiency in using Microsoft Office products, including Word, Excel, PowerPoint, Outlook; database management, internet search engines and social media sites.

Necessary Attributes:

  • Detail oriented
  • Positive attitude
  • Professional and courteous
  • Dedicated and hard working
  • Outstanding team player with good interpersonal skills
  • Ability to work in a fast paced environment

Working Conditions

While performing the duties of this job, the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor, hand and finger skills in the use of a keyboard, telephone, or writing. The employee is frequently required to stands; walk; and reach with arms and/or hands. Specific vision abilities include close vision, distance vision, depth perception and the ability to adjust focus. The employee will spend their time in an office environment with a quiet to moderate noise level. Job site walking.

EEO Statement

Suffolk provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, pregnancy or maternity, national origin, citizenship, genetic information, disability, protected veteran, gender identity, age or any other status protected by law.  This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment.  Suffolk will not tolerate any unlawful discrimination toward, or harassment of, applicants or employees by anyone at Suffolk, or anyone working on behalf of Suffolk

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