*administrative assistant responsibilities*:
- answer main line phone
- help with opening pursuits/new projects and assist with billing/invoice
- assist with expenses for principal
- assist in maintaining office appearance
- maintain conference room calendar and assist with booking conference rooms and equipment for meetings
- responsible for organizing lunch meetings, including set-up and clean-up
- responsible for general office organization and tidiness, including pantry, conference and library area
- sort, distribute, and prepare daily in/out going mail and fedex
- perform light clerical duties such as data entry (entering/scanning contacts), typing and filing
- responsible for ensuring that office supplies are well stocked, and places orders as needed
- assist and coordinate new hires (offer letters, hr, equipment setup and prepping workstation)
- acts as a liaison for the office with property manager, reprographics company, utility company, cleaning service
- responsible for organizing office events (internal & external)
- learn office systems such as vision, deltek, and future crm
- provide support to the project accounting team with miscellaneous tasks
*administrative assistant qualifications*:
- excellent verbal and written communication skills in english and spanish are essential, portuguese preferred
- ability to work under pressure and maintain composure
- ability to handle multiple tasks at one time
- ability to interface courteously and efficiently with staff/visitors
- strong computer skills, including microsoft office programs and internet skills
*please submit resumes in english.
established in *, ware malcomb is a contemporary and expanding full service design firm providing professional architecture, planning, interior design, civil engineering, branding and building measurement services to corporate, commercial/residential developer and public/institutional clients throughout the world.
with office locations throughout the united states, canada, mexico and brazil, the firm specializes in the design of commercial office, corporate, industrial, science & technology, healthcare, retail, auto, public/institutional facilities and renovation projects.
ware malcomb offers the best of both worlds - a small-office, supportive and nurturing work environment with large company resources and support - providing an amazing opportunity for professional growth.
ware malcomb offers a wellness-focused company culture, competitive salary and overall benefits package.
*ware malcomb is recognized as an inc. * fastest-growing private company and a hot firm and best firm to work for by zweig group
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