Office Assistant
2 weeks ago
Level
Experienced
Job Location
MG Engineering DPC - New York, NY
Education Level
4 Year Degree
Job Shift
Full-Time
Description
The Office Assistant is a trusted member of the Office Management group, reporting to the Assistant Office Manager, responsible for maintaining office operations by receiving and distributing communications; maintaining supplies and equipment, picking-up and delivering items; and servicing internal and external customers.
Qualifications
- Minimum 2 years of experience in an office assistant/support function required.
- 4 year degree preferred.
Office Management
Level 1 (Basic Proficiency)
General Office Administration
- Ability to operate the scanner environment (hardware & software interface)
- Knowledge & Implementation of Project Folder Structure
- Knowledge & Implementation of Project Phasing
- Proper, labeling & placement of office supplies.
- Assistance with office moves, adds, changes.
- Working knowledge of Microsoft Office Suite & Adobe Acrobat.
- Tidy and maintain general office areas (conference rooms, pantry, play room, storage rooms, utility rooms).
- General knowledge of upcoming holidays and keeping office decorations up to date.
- Support incoming/outgoing shop drawings to ensure for timely processing.
- Efficient and timely maintenance of Shop Drawing Logs.
- Ability to mark up logs received by architects that contain information regarding each submission processed for that specific job.
- Ability to handle all incoming shipments, labeling, and proper placement of supplies.
- Ability to call in all outgoing deliveries to messenger service or carrier.
- Ability to drop off and distribute mail & interoffice correspondence.
Project Management
(Level 1 - Basic Proficiency)
Project Management
- Demonstrates a basic understanding of project management by understanding the fundamentals of solid project initiation, project planning, project execution & project close-out.
- Demonstrates an understanding of the importance of professional networking by taking opportunities to establish relationships for the purpose of achieving business goals.
- Basic understanding of effective problem solving by demonstrating an ability to implement steps toward resolving issues.
- Demonstrates common knowledge or understanding of service focus by taking advantage of opportunities to satisfy internal & external customers.
(Level 1 - Basic Proficiency)
Written
- Demonstrates basic knowledge of written communication by taking advantage of opportunities to communicate effectively in business writing. Grammar and spelling is on point.
- Demonstrates a basic knowledge of verbal communication by taking the time to listen & understand others. Responding with the proper tone, professionalism, body language & content.
- Demonstrates basic knowledge of influence & negotiation by taking advantage of opportunities to use effective behaviors to gain the support of others.
(Level 1 - Basic Proficiency)
Conflict Management
- Demonstrates a basic understanding of conflict resolution by defusing tension.
- Demonstrates common knowledge or understanding of continuous development by taking advantage of opportunities to build professional skills & competencies, and improve work processes. Takes meaningful steps to manage performance against goals & make adjustments accordingly.
- Demonstrates a common knowledge or understanding of cross-cultural sensitivity by understanding & respecting cultural differences.
(Level 1 - Basic Proficiency)
Self-Direction & Sense of Urgency
- Demonstrates common knowledge or understanding in taking initiative & being accountable by taking advantage of opportunities to identify and act on problems, setting challenging goals, demonstrating urgency & driving towards achieving them.
- Demonstrates common knowledge or understanding of being flexible by taking advantage of opportunities to respond quickly to change or consider new approaches. Demonstrates common knowledge or an understanding of dealing effectively with ambiguity by responding appropriately & effectively to uncertain situations.
- Demonstrates integrity by taking advantage of opportunities to take responsibility for own actions and tell the truth.
- Demonstrates common knowledge or understanding of being results oriented by taking advantage of opportunities to set and achieve challenging goals.
Compliance
All employees of the organization are required and expected to comply with all corporate standards, rules, regulations & policies as outlined in this document, in the corporate hand-book, on the employee intranet, and as expressed either verbally or in writing. It is the responsibility of all employees to know, understand & comply with all corporate standards, rules, regulations & policies.
Work Conditions
The following work conditions apply to all positions of the company:
- Ability to work in an independent environment with moderate supervision.
- Ability to work under a moderate noise level (i.e., working on an open floor with printers, telephones, and computers).
- Ability to travel for business and work beyond normal business hours when necessary.
- Ability to be flexible and successfully respond to multiple work pressures.
- Willing to work extra hours or weekends as needed and/or directed.
- Sitting for extended periods of time.
- Dexterity of hands and fingers to operate a computer keyboard, mouse, power tools, and to handle other computer components.
All company employees are expected to adhere to the following dress code unless otherwise directed:
- Business Development (Sales) meetings: Formal business attire.
- Corporate-sponsored outings or events: Formal business attire.
- Project day-to-day: Business casual attire.
- Friday (work permitting): Dress-down.
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