Receptionist / Administrative Assistant - Transportation Market (Finance)

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 Baton Route office.

Applying for this position could pave the way to other open opportunities requiring similar skills and qualifications. If your qualifications match, you could be considered for additional roles at Gresham Smith.

Responsibilities:

• Primary support for office staff, department managers, and business development leaders as needed with project-specific, and general, duties.
• Answer phones, route calls, take messages, answer inquiries, greet incoming clients/guests. Maintain voice mail system. Process faxes (incoming and outgoing).
• Type, edit and/or proofread correspondence to ensure Gresham Smith standards are met. This could include letters, forms, contracts, reports, and meeting notes.
• Produce or maintain project tracking information such as insurance certificates, contracts, license and certification renewals, and other data.
• Assist with invoice preparation and other billing related items as needed by APM and/or supervisor.
• Organize and maintain clean office environment, including common areas.
• Order supplies and service work. Arrange office equipment and facilities maintenance. Enter visitors into security portal. Understand and communicate all building protocols, procedures and information.
• Assist with new hire onboarding, as needed.
• Process and distribute all outgoing and incoming mail and packages through USPS, UPS, FedEx, courier and overnight services. May include taking FedEx to carrier as needed.
• Manage and maintain fleet cars, PPE equipment, and other miscellaneous equipment for your location.
• Schedule and coordinate appointments, calls, travel, training classes and site visits including ordering food, set up, and clean up as required. May support events of various sizes and occasionally require after hours support.
• Process weekly expense reports for staff and support timesheet submission coordination, if needed.
• Prepare check requests as needed, including society memberships, licensure renewals, and miscellaneous invoices.
• Proactively plan and support internal and external events and meetings to support the People and Culture pillar of our strategic plan.
• Support Transportation Gulf Coast region employees as needed and requested.
• Supports any State of Louisiana Notary needs for the office, or is willing to become a Notary (reimbursed by Firm).

Minimum Qualifications:

• High school diploma (or GED) is required; prefer Bachelor's degree / Associate's degree in Business Administration or equivalent field.
• 3-5 years experience supporting an Architectural/Engineering/Design firm, is preferred.
• Strong Microsoft Office Suite skills including Outlook, Word, Excel, PowerPoint, and Teams.
• Deltek VantagePoint and Newforma software knowledge are also preferred.
• A notary for the State of Louisiana is preferred.
• Good communication skills; oral and written
• Able to lift up to 20 lbs.

Gresham Smith is committed to a diverse and inclusive workplace. Gresham Smith provides equal employment opportunities to applicants and employees and does not discriminate on the basis of age, race, color, ancestry, religion, sex, sexual orientation, gender identity or expression, transgender, national origin, status as a protected veteran, disability or any other classification protected by law.

Gresham Smith will not accept unsolicited resumes from recruiters, headhunters, contract recruiters, search firms, or employment agencies. An executed GRESHAM PLACEMENT SERVICES AGREEMENT (PSA) is required prior to any payment obligation for either a referral or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously executed PSA, GRESHAM SMITH explicitly reserves the right to recruit and hire those candidate(s) at its discretion, and without any financial obligation whatsoever to the recruiter or agency. Any such unsolicited resume or candidate contact information, including those submitted directly to GRESHAM SMITH'S hiring managers or any other employee, shall become the property of GRESHAM SMITH upon receipt.