Receptionist / Administrative Assistant - Corporate Services Market at Gresham Smith in Coral Gables, Florida

Job Description:

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 Part-Time Receptionist and Administrative Assistant to support our Miami 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:

• Greet guests in a professional and friendly manner.
• Maintain workplace security through building portal and company badging protocols.
• Answering, forwarding, and screening calls.
• Order and maintain all supplies (office, copier, kitchen, etc).
• Maintain a clean and organized desk and community areas, as needed.
• Assist staff as needed with various tasks.
• Receive and screen telephone calls and visitors, and refer to appropriate staff.
• Share information regarding office/department policies or procedure updates and roll-outs to the office, as needed.
• 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.
• Schedule and coordinate appointments, calls, travel, training classes, and site visits.
• Receive, sort, and distribute mail, packages, and incoming faxes; prepare online labels for Federal Express packages.
• Process weekly expense reports for staff in a timely manner.
• Coordinate timesheet approvals. Maintain department calendars. Prepare check requests for pre-approved society memberships and miscellaneous invoices.
• Proactively plan and support internal and external events and meetings to support the People and Culture pillar of our strategic plan. This can include vendor lunch meetings. Set up, clean up, and ordering food may be required.

Minimum Qualifications:

• A high school diploma (or GED) is required.
• Able to contribute positively as part of a team, helping staff as requested.
• Able to lift up to 20 lbs.
• Strong Microsoft Office Suite skills including Outlook, Word, Excel, PowerPoint, and Teams.

Preferred Qualifications:

• Bachelor's degree or Associate's degree in Business Administration or equivalent field.
• 3-4 years of experience supporting an Architectural/Engineering/Design firm.
• Deltek VantagePoint and Newforma software knowledge.

Gresham Smith is committed to a diverse and inclusive workplace. Gresham Smith provides equal employment opportunities to applicants and employees and does not discriminate on the basis of age, race, color, ancestry, religion, sex, sexual orientation, gender identity or expression, transgender, national origin, status as a protected veteran, 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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