Administrative Assistant

1 week ago

Tampa, United States Gresham Smith 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 Full-Time Receptionist and Administrative Assistant to support our Tampa office. Applying for this position could pave the way to other open opportunities requiring similar skills and qualifications. If your qualifications match, you could be considered for additional roles at Gresham Smith.

Responsibilities:

  • Provide outstanding customer service, greet guests and staff in a professional and friendly manner.
  • Receive and screen telephone calls and visitors, and refer to appropriate staff in a professional and friendly manner.
  • Coordinate building maintenance requests.
  • Coordinate badge access, parking validations and authorization, and building access for staff and visitors.
  • Maintains, orders and distributes office supplies, as needed (Service Center, Hub, Pantry, safety equipment, copier, etc.),
  • Perform minor repair and clean jams for copiers, schedule service as needed.
  • Maintain a clean and organized desk and community areas, as needed.
  • Assist department managers and business development leaders.
  • Provide information regarding office/department policies, procedures, news as directed by supervisor.
  • Hub monitor slide updates as local activities/announcements become available.
  • 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. This can include specifications, certificates of insurance support, and letters of agreement.
  • Schedule and coordinate appointments, calls, travel, vendor visits and in-office lunches which may include ordering food, set up, and clean up as required.
  • Schedule conference rooms based on need.
  • Receive, sort and distribute mail and incoming faxes; prepare online labels for Federal Express packages.
  • Send outgoing faxes as needed for staff.
  • Organize, establish and maintain record-keeping systems for correspondence, documents and records.
  • Prepare check requests as needed, including society memberships, licensure renewals, and miscellaneous invoices.
  • Assist with submitting expense reports, as needed.
  • Maintain department calendars.
  • Proactively plan and support internal and external events and meetings, setup, cleanup, food & beverage requirements.
  • Support project specifications preparation, as needed.
  • Support new hire onboarding as needed for your location.
  • Work with University Recruiting to prepare swag and food for events, when needed.
  • Setting up contacts in Newforma for projects.
  • Maintaining Interior Design vendor database and coordinate Design Lab ongoing organization.
  • Additional tasks as needed.
Required Skills:
  • High school diploma or equivalent.
  • Professional and effective interpersonal communication skills, both written and verbal.
  • Consistent professional dress and manner
  • Able to contribute positively as part of a team, helping staff as requested
  • 3-5 years' experience supporting an Architectural/Engineering/Design firm, is preferred.
  • Deltek Vantagepoint, Adobe Pro, Newforma software knowledge also preferred
  • Excellent Microsoft Office Suite skills including Word, Excel, Powerpoint and Teams
  • Exhibit high energy and enthusiasm.
  • Ability to demonstrate strong organizational and time management skills.
  • Ability to work independently on multiple tasks. Flexibility and adaptability is a must
  • Understanding of general administrative services (general coordination, phone systems, email, Microsoft Office, Teams)
  • May require work outside of normal business hours.
  • Comfortable with technology
  • Must be able to lift up to 20 lbs.


Gresham 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.

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