GEA Consulting Engineers is one of New Yorks top engineering firms, specializing in the innovative design of mechanical, electrical, plumbing, fire protection, commissioning, energy modeling and LEED consulting services for some of the citys most well-respected companies.Our company is seeking an Administrative Assistant/Receptionist. We are looking for a self-driven individual who is also efficient and comfortable being a member of a team. The ability to multi-task, while in a fast-paced environment is essential in this position. The ideal candidate for this job is resourceful, a good problem solver, eager to learn and organized. Laser focus on deadlines is key to success in this position.Responsibilities:Support Managing Partners and COO with all of their administrative needs, including scheduling meetings and co-planning company eventsPhone system operation; Answer all incoming calls, transferring to 45+ employees and following-up as necessaryAssist Office Manager and engineers with sending out DOB drawings and forms to clients in a timely mannerSpearhead GEAs Filing department and be diligent with all related correspondenceAct as a liaison between staff & executive staff to ensure smooth operations within the officeCoordinate all incoming and outgoing mail, overnight deliveries, and courier serviceAssist COO in processing all invoices in a timely mannerCopying and other office services as neededOrder supplies & manage the office spaceArrange and execute weekly Lunch & Learn presentations with vendorsAssist administrative staff in maintaining positive client relations and ensuring satisfaction through efficiencyManage Outlook calendars for executive staff and conference roomDraft social media posts and maintain a strong presence across LinkedIn, Facebook and Twitter platformsMonitor online presence of GEAs brand and engage with users, strengthening client relationships and expanding the companys outreachAssist engineers on projects and mailing as neededPerform Ad hoc duties as requiredDaily use of Microsoft office (Primarily Word & Excel)Produce letters, memoranda, presentations, reports, etc. as necessary; Compare & proofread documents for appropriate grammar, punctuation & spellingMeet and greet guests upon their arrivalHandle travel planning (i.e airline reservations and hotel accommodations) when neededRequirements:Proficiency in Microsoft office.Reliable individual who is comfortable working in a fast- paced work environment.Exceptional verbal and written communication skills.Extremely organized, and able to complete tasks in a timely manner.Previous experience handling/reviewing Department of Buildings forms and using BIS is a plus!Additional Information:Type:Full-timeFunctions:AdministrativeExperience:Entry-LevelIndustries:Architecture & Planning, Construction, DesignPlease kindly note that only local candidates will be considered for this role.
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