Administrative Assistant/Receptionist

Exp Global Inc.; Coral Gables (FL); On-site; USD 38,000 - 58,000; Full time

Job summary

EXP is seeking an Administrative Assistant/Receptionist to join the Coral Gables office. The role involves answering calls, greeting visitors, managing office supplies, coordinating training, and supporting project teams on procurement and documentation.

The position requires strong communication and organizational skills and is based in-office five days a week. The successful candidate will have extensive administrative, reception, and clerical experience, with fluency in MS Office applications

Qualifications

• 7+ years of relevant administrative experience preferred.
• Proficient in Microsoft Office Outlook, Word, and Excel.
• Excellent written and verbal communications skills.
• Ability to work well independently and with a variety of individuals inside and outside the firm.
• Understanding of the Design and Construction industry.
• Must manage multiple priorities with good time management.
• Attention to detail and problem-solving skills.

Responsibilities

• Answer/direct telephone calls in a professional manner, greet guests and maintain front entrance cleanliness.
• Order, stock and maintain kitchen, copy room, and printer supplies.
• Manage incoming/outgoing mail & courier shipments and receipts.
• Coordinate health and safety training for staff and maintain training certificates database.
• Assist Project managers in procurement of WSIB and insurance certificates for projects.
• Assist other admins as required.
• Open/close the office; set-up/shut down reception area.
• Prepare meeting rooms, including setup and catering.
• Perform data entry, emailing documents, filing, document retrieval, and scheduling.

Skills

MS Office

Communication

Independence

Design & Construction familiarity

Tools

Outlook

Word

Excel

Job description

At EXP, we’re driven to provide innovative solutions for the world’s built and natural environments. As a team of engineers, architects, designers, scientists, creators and a community of professionals, we bring diverse and talented people together to solve the world’s most complex challenges. Here, you join a team that leverages differences, harnesses their entrepreneurial spirit in an employee-owned company, that believes diversity is what gives us strength, seeks sustainable results and shares ambitions for each other, our clients and the communities we are part of and serve. To be a part of EXP means to have your own experience, while staying connected to a global network of professionals, who believe we are a part of something bigger. Together, we are EXP.

Are you ready to design your future?

Be our next Administrative Assistant/Receptionist!

Your work environment at EXP

In this role, you will be a part of the Coral Gables office and have the opportunity to work on the dynamic teams. This position is in office 5 days a week.

What a day at EXP has in store for you

• Answer/direct telephone calls in a professional manner, greet guests and maintain the cleanliness of the front entrance
• Order, stock and maintain kitchen, copy room, and printer supplies
• Manage incoming/outgoing regular mail & courier shipments and receipts
• Coordinate and arrange health and safety training for staff and maintain training certificates data base
• Assist Project managers in procurement of WSIB and insurance certificates for projects
• Assist other admins as required
• Open/close the office; set-up/shut down reception area
• Meeting room preparation, including room set-up and reset, catering, and clean-up prior to and following meetings
• Perform other administrative duties such as data entry, copying, emailing documents both internally and to clients, filing, document retrieval, scheduling and coordination of meeting rooms, information gathering, word processing, document binding, document scanning
• Duties will include receptionist, preparation of various written project materials including business communications, reports, and technical specifications.
• Knowledge of construction documents and shop drawing submittals is a plus.
• This individual will also assist with overflow from other coordinators.
• Successful candidate should have extensive experience with administrative, reception, and clerical duties including working independently with minimal supervision.

What your experience looks like

• 7+ years of relevant administrative experience preferred.
• Proficient in Microsoft Office Outlook, Word, and Excel.
• Excellent written and verbal communications skills.
• Ability to work well independently and with a variety of levels of individuals, both inside and outside the firm
• Possess an understanding of and working knowledge of the Design and Construction industry.
• Must possess the skills to independently handle established and multiple priorities at once, while possessing good time.
• Management skills and the ability to balance short-term deadlines against long-term goals.
• Attention to detail and problem-solving skills.