Administrative Assistant - Corporate Services Market

As a multimarket firm, we touch many areas of life: from designing highways and bridges that connect people, to clean water systems, to hospitals and corporate campuses of the future.

That's why we're able to offer endless opportunities for people to hone their skills and strengthen their understanding of different disciplines and perspectives.

Administrative Support is central to the success of the firm and behind all the hard work is a team of really sharp, down-to-earth people who love a good challenge - and a good time.

Gresham Smith is looking for a Full-Time Receptionist and Administrative Assistant to support our Tampa office.

Responsibilities:


* Provide outstanding customer service, greet guests and staff in a professional and friendly manner.


* Receive and screen telephone calls and visitors, and refer to appropriate staff in a professional and friendly manner.


* Coordinate building maintenance requests.


* Coordinate badge access, parking validations and authorization, and building access for staff and visitors.


* Maintains, orders and distributes office supplies, as needed (Service Center, Hub, Pantry, safety equipment, copier, etc.),


* Perform minor repair and clean jams for copiers, schedule service as needed.


* Maintain a clean and organized desk and community areas, as needed.


* Assist department managers and business development leaders.


* Provide information regarding office/department policies, procedures, news as directed by supervisor.


* Hub monitor slide updates as local activities/announcements become available.


* Type letters, memos, reports, narratives, and proposals from handwritten notes or other sources, as well as format the Gresham Smith way, edit and proofread materials such as letters, technical documents and forms.

This can include specifications, certificates of insurance support, and letters of agreement.


* Schedule and coordinate appointments, calls, travel, vendor visits and in-office lunches which may include ordering food, set up, and clean up as required.


* Schedule conference rooms based on need.


* Receive, sort and distribute mail and incoming faxes; prepare online labels for Federal Express packages.


* Send outgoing faxes as needed for staff.


* Organize, establish and maintain record-keeping systems for correspondence, documents and records.


* Prepare check requests as needed, including society memberships, licensure renewals, and miscellaneous invoices.


* Assist with submitting expense reports, as needed.


* Maintain department calendars.


* Proactively plan and support internal and external events and meetings, setup, cleanup, food & beverage requirements.


* Support project specifications preparation, as needed.


* Support new hire onboarding as needed for your location.


* Work with University Recruiting to prepare swag and food for events, when needed.


* Setting up contacts in Newfor...