Administrative Assistant/Receptionist

EXP Services Inc.; Coral Gables (FL); On-site; USD 48,000 - 65,000; Full time

Job summary

EXP Services Inc. in Coral Gables is seeking an Administrative Assistant/Receptionist to join our office five days a week.

You will greet guests, answer calls, manage mail, and support project teams with procurement, document preparation, and scheduling. The ideal candidate has 7+ years of administrative experience, superb MS Office skills, and the ability to work independently in a fast-paced environment within the design and construction industry.

Qualifications

• 7+ years of relevant administrative experience.
• Proficient in MS Office (Outlook, Word, Excel) with strong organizational skills.
• Excellent written and verbal communication abilities.
• Ability to work independently and handle multiple priorities.

Responsibilities

• 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 mail & courier shipments and receipts.
• Coordinate and arrange health and safety training for staff and maintain training certificates database.
• Assist Project managers in procurement of WSIB and insurance certificates for projects.
• Open/close the office; set-up/shut down reception area.
• Meeting room preparation, including room setup, catering, and cleanup.

Skills

7+ years of relevant administrative

MS Office proficiency

Excellent communication

Independent working

Tools

Outlook

Word

Excel

Job description

Be our next Administrative Assistant/Receptionist!

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?

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 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
• 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.