Reception/ Admin Assistant

JOB DESCRIPTION

Perform front desk reception duties as well as administrative office support activities for multiple functional areas such as project teams, office administration, and others. Responsibilities include answering phones, greeting guests and preparing meeting spaces, setting up event spaces, stocking office supplies, snacks, etc.; assisting with inventory management; collecting, preparing, distributing and filing reports; collecting, preparing and distributing mail and packages; performing data entry functions, and similar duties. Assist with overflow work from other departments. Must ensure sensitivity to confidential matters. This is a non-exempt position as defined by the Fair Labor Standards Act and subject to overtime.

ROUTINE DUTIES & RESPONSIBILITIES

1. Answer and direct incoming calls to appropriate individual.
2. Greet and assist visitors while displaying a positive and respectful demeanor.
3. Accept, sign, and notify, employees of packages received.
4. Use computer for correspondence/email.
5. Send accurate Daily Schedule/Bid Information email to internal contacts.
6. Receive, sort, and distribute incoming mail and deliveries.
7. Assist employees with outgoing mail by neatly packaging mail and applying appropriate postage.
8. Maintain a pleasant appearance of the reception lobby, conference rooms, and pantry areas.
9. Maintain an orderly and organized mailroom, mail folders, and shipping supplies.
10. Perform general administrative and clerical duties to include but not limited to: Taking meeting minutes, general word processing, copying, mailing, and filing as required.
11. Scanning, copying, filing and distribution of project documents.
12. Assist with event planning and catering.
13. Work independently in a variety of functions from routine nature to special projects.
14. Input data into ERP system or other system and review output for accuracy.
15. Document distribution and control.
16. Maintain general office cleanliness and order.
17. Monitor copier function and maintain paper and ink replenishment as needed.
18. Track needed supplies and stock supplies as delivered.
19. Miscellaneous tasks as directed by Special Projects and/or Office Management.
20. Logging, filing and distribution of project documents.
21. Maintenance of daily in/out schedule for Project Teams and Managers.

MINIMUM QUALIFICATIONS AND/OR EQUIVALENTS

1. At least one (2) years of experience as a Receptionist, Front Office Representative, Administrative Assistant, or similar role.
2. A high school diploma or equivalent is required. An Associate's degree or some college credit in an administrative field is preferred.
3. Professional attitude and appearance.
4. Working knowledge of Microsoft Excel, Outlook, Word, Adobe, and similar office software.
5. Solid written and verbal communication skills.
6. Hands-on experience with office equipment (e.g. postage meters, copiers, scanners, and printers).
7. Attention to customer service.

Privacy Statement 

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We do not sell, trade or otherwise transfer your personally identifiable information to third parties except that some information may be processed or stored by third party service providers who are contractually obligated to only use such information for purposes of carrying out their contractual obligations in support of our business functions. 

Equal Opportunity

Howard Building Corporation is an Equal Opportunity Employer. We recruit, hire, train, and promote individuals without regard to race, religion, color, national origin, ancestry, age, sex, gender, marital status, gender identity, gender expression, sexual orientation, medical condition genetic information, disability, military status or protected veteran status or any other consideration made unlawful by federal, state or local laws, including the CA Fair Chance Act. HBC is an Equal Opportunity Employer in compliance with the California Fair Chance Act, the Los Angeles Fair Chance in Hiring Initiative, and all other applicable law. HBC does not use artificial intelligence in any aspect of the hiring process.