Office Support Specialist

1 week ago

Duluth, United States Widseth Smith Nolting and Associates, Inc Full time
Job DescriptionJob Description

Office Support Specialist

WiDSETH is seeking to add an Office Support Specialist to the Duluth, MN office. This position will consist of conducting general office administration functions as well as providing project coordination of Architectural and Engineering design and construction projects.

Responsibilities:

Provide general administrative support including but not limited to:
• Answer and direct incoming company phone calls while maintaining professionalism and courtesy.
• Maintain and order office supplies.
• Oversee office equipment maintenance and service.
• Manage office inspection documentation and coordinate service providers.
• Assist in coordinating events including lunch-in-learns, meetings, etc.
• Manage incoming mail distribution and prepare outgoing shipments as needed.
• Coordinate work with support staff in other offices.
• Other duties as assigned including supporting corporate initiatives.

Support Project Managers with a variety of tasks including but not limited to:
• Assist in drafting project contracts and construction administration documentation.
• Provide assistance to both Architectural, Interior Design, and Engineering departments.
• Review contractor progress payment applications and monitor project documentation status.
• Assist in project setup, client record and database management, record keeping and digital filing.
• Draft memos, record meeting minutes, and assist in project closeout procedures.
• Scan and print project drawings and specifications.
• Submit state plan review applications.
• Other duties as assigned.

Qualifications:
• Proved work experience or academic training in a similar role.
• Strong attention to detail.
• Demonstrated desire to learn and take on the use of new technology and areas of responsibility.
• Demonstrated diverse ability to provide professional and friendly customer service to both internal and external clients.
• Strong written communication skills and proofreading ability.
• Excellent organizational skills, multi-tasking and time-management skills, with the ability to self-prioritize.
• Proficient in Microsoft Word, Excel, Outlook and Teams.
• Flexible and adaptable to changing work direction.
• Proven ability to problem-solve and make decisions.
• Demonstrated ability to collaborate and work effectively with others at all levels of the organization, both internally and externally.

Preferred but not required:
• Previous experience in architectural, engineering or construction industry
• Familiarity with AIA documents

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