Administrative Assistant & Receptionist

VANDER PLOEG ADMINISTRATIVE POSITION REQUIREMENTS

Technical Skills:

Microsoft Word, Excel, PowerPoint, Outlook, QuickBooks

Virtual Applications: Zoom, GoToMeeting, Teams, Etc.

Florida Notary a plus!

Office duties include but are not limited to:

Day-to-day operational needs of all functional office management priorities:

Calendar management for meetings and arrange and schedule appointments

Arrange event details and venue with outside vendors (room layout, food and beverage, equipment, etc.) for meetings/seminars

Schedule seminars and complete necessary documentation

Schedule/coordinate repairs

RSVP to events

Coordinate courier service (FedEx, BDS courier, mail)

Order supplies/stationary/business cards/kitchen supplies

Answer Phones and direct incoming calls to appropriate person(s)

Communicate and handle incoming and outgoing electronic communication

Prepare presentation materials, charts and graphs when requested

Print necessary agendas and paperwork for owner to attend various city board meetings

Type necessary documents from drafts in Microsoft whether it be Word, Excel or PowerPoint

Prepare city applications for projects

Proposals (both companies)

Arrange travel schedule – flights, hotels, cars, etc.

Report CEU credits to AIA and maintain accurate account of credits for state requirements

Handle subpoena or lawsuit coordination and required documentation requests

Update phone directory with new client information

Make client files for all correspondence and transmittals

Back-up to interior department – purchase orders, invoices, etc.

Pick up b-day cake/card for employee birthday’s

Run office errands such as Publix, Home Depot, print shop, bank, etc.

Purchase client gifts/cards for special occasions

Purchase gift cards at Christmas for support people (mail, UPS, FedEx, water, coffee, etc.)

Purchase Christmas tree/deliver to office/decorate/tear down

Personal duties include but not limited to:

Run personal errands when necessary (bank, etc.)

Schedule personal appointments (doctor, dentist, hair, etc.)

Assist in coordinating events – invitations, labels, emails, etc.

Purchase client gifts/cards for special occasions (baby, anniversary, wedding, etc.)

Occasionally pick-up and drop off from car dealership or rental car agency