Apr 10
0

Front Desk Administrator

By |

Huckabee is one of the fastest growing A/E firms in the nation and one of the top educational design firms. We are a mission-driven company that is dedicated to the success of all students. What we do matters, which is why we look for people who share our passion for changing the world through design and who want to create an impact of excellence on education. If you are ready to join our movement, reach out!

We are currently seeking an experienced Front Desk Administrator to support our Fort Worth team. The successful candidate will provide administrative support by ensuring efficient daily regional office operations.

RESPONSIBILITIES

  • Open and close office, ensure lobby and front desk area remains presentable and ready to welcome visitors
  • Answer, screen, and act upon phone calls as appropriate
  • Coordinate the use of conference rooms and equipment in regional office
  • Coordinate and schedule meetings utilizing Outlook calendars for conference rooms, Go-To Meetings, and Conference Bridge Line
  • Ensure upkeep of all conference rooms
  • Responsible for shipping, receiving and distribution of mail and packages
  • Prepare and submit monthly expense reports and receipts for regional Principals and Directors
  • Work with Lead Office Administrator and Director of Office to keep project information, dates, cost, and teams current within Vision
  • Coordinate with Construction Administration to prepare and ship construction documents to contractors and districts
  • Responsible for scheduling, maintenance, registration, and upkeep of company vehicles
  • Assist finance team with gas receipts
  • Responsible for administrative tasks associated with AIA CES under the guidance of the Architectural Development Team
  • Assist Project Practice Team with Administrative duties
  • Maintaining coffee machine(s) and service area(s) including collecting and cleaning Huckabee mugs
  • Responsible for maintaining supply inventory and ordering snacks, coffee and office supplies per Huckabee standards list according to departmental budget
  • Communicate office technology issues to IT department and coordinate remote efforts
  • Assist with preparation, setup/breakdown, and cleaning before and after office lunches, meetings, and events
  • Coordinate the use and maintenance of the field assessment backpack
  • Maintain both paper and electronic filing system
  • Communicate office maintenance request under the direction of Lead Office Administrator
  • Manage shredding and recycle schedules
  • Decorate office for holidays and marketing initiatives consistent with Huckabee standards
  • Maintain both paper and electronic filing system while supporting the company document archiving initiatives

 

REQUIREMENTS

  • Minimum of two years of college or business school required
  • 5+ years of administrative assistant experience in a professional services environment
  • Advanced MSOffice skills required and knowledge of general administrative protocols
  • Excellent customer service and phone etiquette
  • Willingness to support and work in a team and exhibit a can-do attitude
  • Professional appearance