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Administrative Support Specialist

1 month ago

Tampa FL USA, United States Gresham Smith Full time
About Gresham Smith

Gresham Smith is a leading architectural, engineering, and design firm that touches many areas of life. Our team of experts is dedicated to delivering innovative solutions that make a positive impact on communities. We're committed to fostering a diverse workforce and are proud to be an Affirmative Action/Equal Opportunity Employer.

Job Summary

We're seeking a highly skilled and organized Administrative Assistant to support our Tampa office. As a key member of our team, you will provide exceptional customer service, manage administrative tasks, and contribute to the success of our firm.

Responsibilities
  • Provide outstanding customer service and 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 and ensure a safe and comfortable work environment.
  • Manage badge access, parking validations, and building access for staff and visitors.
  • Maintain and order office supplies, as needed, and ensure a well-stocked and organized workspace.
  • Perform minor repair and clean jams for copiers, schedule service as needed, and maintain a clean and organized desk and community areas.
  • Assist department managers and business development leaders with administrative tasks and projects.
  • Provide information regarding office/department policies, procedures, news, and updates as directed by supervisor.
  • Monitor and update local activities/announcements on the Hub and provide information as needed.
  • Type letters, memos, reports, narratives, and proposals from handwritten notes or other sources, and format documents according to Gresham Smith's style guide.
  • Schedule and coordinate appointments, calls, travel, vendor visits, and in-office lunches, including ordering food, setup, and cleanup as required.
  • Schedule conference rooms based on need and ensure a smooth and efficient meeting process.
  • Receive, sort, and distribute mail and incoming faxes, and prepare online labels for Federal Express packages.
  • Send outgoing faxes as needed for staff and maintain a secure and efficient faxing process.
  • 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, and maintain accurate and up-to-date records.
  • Maintain department calendars and ensure a smooth and efficient scheduling process.
  • Proactively plan and support internal and external events and meetings, including setup, cleanup, food, and beverage requirements.
  • Support project specifications preparation, as needed, and maintain accurate and up-to-date records.
  • Support new hire onboarding, as needed, for your location and ensure a smooth and efficient onboarding process.
  • Work with University Recruiting to prepare swag and food for events, when needed, and maintain a positive and professional relationship with the team.
  • Set up contacts in Newforma for projects and maintain accurate and up-to-date records.
  • Maintain the Interior Design vendor database and coordinate Design Lab ongoing organization.
  • Perform additional tasks as needed and ensure a smooth and efficient workflow.
Requirements
  • 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, including general coordination, phone systems, email, Microsoft Office, and 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.