*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 office, industrial, science & technology, healthcare, multifamily, retail, and public/institutional projects._