Administrative Assistant

2 weeks ago

Phoenix, United States Colliers Engineering & Design Full time

Overview:

HILGARTWILSON, an affiliate of Colliers Engineering & Design, is seeking an Administrative Assistant. This Administrative Assistant is the first point of contact for clients and vendors, both in person and on the phone. The Receptionist/Administrative Assistant is responsible for greeting, welcoming, directing visitors, and notifying company personnel of visitor arrival. Coordinates conference room calendar and catering for meetings. Maintains organization and cleanliness of office, office supplies and orders, and equipment maintenance as well as assists with preparation and deliveries of correspondence and documents.

Responsibilities:
  • Professionally respond to all incoming calls.
  • Greet visitors in a professional and friendly manner.
  • Sign and distribute incoming and outgoing deliveries.
  • Coordinate and track conference room calendars.
  • Coordinate food for client and employee meetings; including pick-up when necessary.
  • Open and close visitor area and conference rooms (i.e. appearance and stocking).
  • Assist in keeping general office organized, tidy and stocked.
  • Track, coordinate, and stock inventory of office supplies for all offices.
  • Coordinate with Manager regarding suite concerns/repairs when needed.
  • Regular kitchen cleaning; empty and load dishwasher, sanitizing, cleaning, etc.
  • Assist Project Coordinators as needed; requesting public records, scanning/plotting plans, etc.
  • Prepare and order business cards and name plates.
  • Assist with general correspondence, spreadsheets, and memos.
  • Prepare postage and labels for outgoing mail.
  • Frequently coordinate courier deliveries/pick-ups between offices and/or clients.
  • Keep timely and accurate records of receipts.
  • Running errands/traveling between offices as needed.
Qualifications:
  • High School Diploma or GED required; Two-year degree from an accredited college preferred.
  • 1+ years of experience in an administrative, receptionist, or customer service role.
  • Prior experience with an engineering firm preferred.
  • Intermediate skills in Microsoft Office Suite (including Word, Excel, PowerPoint).
  • Intermediate administrative writing skills.
  • Ability to communicate in a friendly and professional manner, both verbally and written with all clients and their representatives, co-workers, management, and principals.
  • Excellent attention to detail.
  • Ability to organize and multi-task efficiently.
  • Ability to prioritize and meet multiple deadlines.
  • Excellent phone etiquette.
  • Punctual and dependable.
  • Customer service driven with a can do attitude.
  • Ability to work individually and in a team environment.
  • Willing to drive locally to help with general duties at other office locations and pick up food/office supplies when necessary.
  • Ability to read, write and understand English for purposes of comprehending written job-related communications and verbal instructions and interactions.


What We Offer:

At HILGARTWILSON, our people are our most important resource. Thats why we are committed to providing all our employees with a safe, comfortable work environment, potential for career advancement, and the ability to impact society through their projects as well as Company sponsored activities.


This dedication begins with supporting a work life balance through a generous compensation package that includes: company paid medical, dental, and vision coverage; short- and long-term disability insurance; life insurance; a company-matched 401(k)/Roth; paid time off that includes military leave; employee referral and bonuses and a straight time policy that compensates exempt employees for hours in excess of 42 within a work week.


We have also created an internal culture that provides the resources and technology needed to encourage personal and professional growth opportunities.

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