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The Administrative Assistant (AA) works under the direction of the Administrative Leadership Team and supports departments within the organization. This position requires a team player who is organized, client focused, open to learning and can follow directions.
Responsibilities:
Front office responsibilities:
o Meets and greets visitors: checks arrivals identification, implements guest protocols if required, and calls staff to escort them through the facility.
o Works with Teams phone system to answer incoming calls and makes decisions in relation to call handling including transferring to mailboxes and taking messages. Provides callers with information in relation to the company such as address(s), location(s), directions, website and other related matters.
o Updates and maintains multiple office directories and calendars.
o Schedules conference rooms for meetings and provides conference room and meeting information for visiting staff and attendees. Places and receives meal and catering orders.
o Tidy and maintain conference rooms and assist with conference room equipment set-up.
o Coordinate with Facilities on building related issues and requests
o Uses and maintains equipment including computers, telephones, copy machines, and postage machines. Coordinates with facilities and IT for the purchase, implementation, and repair/troubleshooting of equipment.
o Manage Petty Cash/Check Requests
Performs a range of duties for a group or groups with work assigned:
o Opening, distributing, or filing incoming and outgoing mail, basic record tracking, filing and archiving. Organizing document and records processing.
o Maintaining electronic and hardcopy files and filing systems in accordance with internal and client requirements.
o Provides copying, scanning, and binding of documents and the courier/transfer of documents internally and externally.
o Creating straightforward documents for the groups members using standardized formats including memoranda and reports. May be required to transcribe verbal directions.
o Under direction, assembles and compiles data for reports or presentations using a variety of software. Runs routine reports and checks for accuracy.
o Data-entry of information in multiple software platforms
Requirements
- High School Diploma or equivalent.
- 3+ years of administrative experience.
- Proficient in Microsoft office, including Outlook, Word, Excel, Teams, and PowerPoint.
- Working understanding of cloud-based applications.
- Basic knowledge of database systems preferred.
Quiddity is an award-winning, full-service civil engineering, planning, surveying, and consulting firm. With more than 600 employees in 11 offices across Texas, our organization has 11 service groups that support nearly 20 public and private markets. Remaining true to our mission has helped us be consistently voted a Best Place to Work by local and regional publications and an Engineering News-Record Top 500 National Firm.
All qualified applicants will receive consideration for employment regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or protected veteran status, or any other legally protected basis under applicable law.
NOTICE TO THIRD PARTY AGENCIES: Quiddity does not accept unsolicited resumes from recruiters or employment agencies. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of Quiddity. Without a signed Recruitment Fee Agreement, Quiddity will not consider or agree to payment of any referral compensation or recruiter fee. Suppose a recruiter or agency submits a resume or candidate without a previously signed agreement. In that case, Quiddity explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.
Quiddity
