Home > jobs > admin / office > Professional Design Firm seeking Admin/Staff Support Associate (New Orleans, LA)
Professional Design Firm seeking Admin/Staff Support Associate (New Orleans, LA)
Ad id: 502139339181940 | Views: 37
Price: Contact Us
Date listed: 3 years ago
ADMINISTRATIVE/STAFF SUPPORT ASSOCIATEA professional design firm in New Orleans has an opening for an Administrative/Staff Support Associate. This position is multi-functional and requires the ability to multi-task. PLEASE READ ALL REQUIREMENTS before applying. Job responsibilities include the following:Clerical1. Answer, screen, and transfer inbound calls.2. Greet visitors, determine nature and purpose of visit, direct or escort to specific destination.3. Responds to requests for information concerning office (determines which staff member is appropriate to handle).4. General clerical duties including, but not limited to photocopying, scanning, faxing, mailing, distribution.5. Collect mail: open, sort, distribute.6. Sign for and distribute UPS/FedEx or similarly delivered packages.7. Check fax machine daily and distribute incoming correspondences.8. Maintain and update Outlook calendars with Department Heads.9. Keep a record of staff members' whereabouts.10. Arrange for and manage repair and maintenance of office equipment.11. Maintain list of needed office material, manage ordering and distribution. This includes managing inventory levels of all office supplies and printer/copier toner and ink.12. Manage and maintain office cleanliness including conference room. Stock drinks and paper products.13. Manage and maintain kitchen cleanliness and stock supplies (coffee, cream, paper products, utensils)Administrative1. Scan documents to the network.2. Type documents, reports and specifications using Templates.3. Support staff by printing, collating, and binding project binders, specification reports, and proposals.4. Set up meetings, conference calls or presentations including ordering catering.5. Provide delivery of printed materials to clients or print shops.6. Manage the Bid Process: Handle requests for plan documents, Receive payments for plan documents. Maintain and update plan holders list. Handle request for plan holders list. Return checks to plan holders upon return of plan documents. Make arrangements to deposit remaining checks. 7. Maintain and assist with filing. Accounting1. Contact clients to confirm receipt of invoices monthly.2. Mail out Client Statements monthly.3. Receive and log in payments from clients.4. Run reports using accounting software.5. Occasional depositing of payments.Skills Required:1. Motivated, self-starter with a positive and upbeat attitude 2. Detail oriented and focused3. Aptitude for organization and cleanliness4. Able to effectively communicate with staff and visitors/callers5. Committed to the completion of assignments5. Verbal and written communications skills6. Professional appearance and demeanor 7. Computer skills: Microsoft Word, Adobe PDF, Excel, Outlook8. Ability to learn new computer programs such as AIA Docs and MasterSpec9. Operation of general office machines (printing and scanning) and working within the network file systems10. Ability to prioritize multiple tasks and adapt quickly to changeMinimum Requirements:1. High School diploma AND some post-high school/college education or equivalent combination of education/experience2. At least 3 years of administrative/clerical experience preferably in professional services 2. LA Driver's License, good driving record and reliable vehicle3. This position operates in a typical office environment that is well lit, temperature-controlled with minimal hazards. Hearing is needed for extensive telephone and in person communications. Manual dexterity is needed in order to operate a keyboard. The office is two-story and does not have an elevator. Applicant must be able to work in an office with stairs.To Apply: email your resume to firstname.lastname@example.org with the Subject Line: Admin Position Location: New Orleans, LA Compensation: Salary is negotiable. Based on qualifications and experience.Principals only. Recruiters, please don't contact this job poster.Please, no phone calls about this job!Please do not contact job poster about other services, products or commercial interests.