Receptionist / Secretary to run the front office and provide administrative support for the company. The individual must present a positive image to the public at all times in personal appearance, demeanor, and telephone manner. Must maintain the confidentiality concerning work performed, the nature of correspondence, and other sensitive information. We are a very busy office. Must be able to multitask. Strong proficiency in Microsoft Office (Word, Excel, Outlook) (we use Office 2016) and Adobe / Bluebeam
We are located approximately I-17 and Pinnacle Peak, Phoenix, Az
Working in a fast-paced environment with other members of the organization.
Complete or assist with typing letters, proposals, project specifications and reports, meeting minutes etc. for review and distribution.
Assist with the preparation of complex project documentation using Word and Excel.
Organize and track incoming and outgoing projected related documentation by project.
Coordinate on-time delivery of project documentation to clients (via electronic, courier, or mail).
Perform general administrative daily duties such as:
o Answer incoming calls, transfer calls as needed, take and deliver messages.
o Greet, assist and direct visitors in the office.
o Open and process daily mail and ship packages/parcels as needed.
o Update customer and office contact lists as needed.
o Order and maintain office supplies as needed.
o Print reports and assist with data entries.
o Assist in scheduling and organizing meetings, as appropriate.
o Assist with travel arrangements.
o Scanning and emailing of documents
SKILLS & REQUIREMENTS:
At least 3 years of solid previous office experience with a high degree of stability.
Strong proficiency in Microsoft Office (Word, Excel, Outlook) (we use Office 2016) and Adobe / Bluebeam
o Word – must be able to format documents using auto-numbering, must know how to redline documents.
o Excel – must be able to manipulate cells, general knowledge of formulas and how to generate them.
o Adobe / Bluebeam – must be able to pdf documents, combine multiple documents into a single pdf document, be able to insert / delete pages into a pdf document.
Strong typing skills.
Ability to provide the status of work assignments at any time and can quickly produce any documentation or information that is needed.
Must be able to take direction from multiple project managers, and coordinate work priorities.
Ability to prioritize what is most important and multi-task throughout the day
Attention to detail
Excellent organizational and follow-up skills.
Works independently, without direct supervision
Completes work accurately and in a timely manner
Strong team player.
Reports to work regularly without undue tardiness
Maintains positive attitude and demonstrates the utmost in professionalism at all times
Dresses appropriately and professionally
Excellent oral, written & telephone communication, along with tact, diplomacy, and a strong customer service orientation
Must be a non-smoker.
Must be willing to submit to a background check
SALARY COMMENTS: Medical, dental, vision, disability & life insurance is provided for all full-time employees. Profit sharing and paid time off is also provided after a year of service. Salary DOE.