Administrative Assistant/Receptionist

Legence; New York (NY); On-site; USD 42,000 - 60,000; Full time

Job summary

CMTA, a Legence company, in New York City seeks an Administrative Assistant/Receptionist to be the first point of contact for the office, providing professional service to clients, visitors, and teams.

The role requires strong Word skills, calendar management, meeting coordination, and courteous communication. A degree is preferred; 3–5 years in the AEC industry are a plus, with a polished, professional demeanor expected every day.

Qualifications

• Strong verbal and written communication skills.
• Excellent organizational and multitasking abilities.
• Professional demeanor and reliable attendance.

Responsibilities

• Assist in preparation and formatting of documents using Word.
• Manage office calendar, schedule meetings, and coordinate conference rooms.
• Coordinate meals for team meetings and welcome visitors.
• Answer, screen, and direct incoming calls; greet visitors.
• Support Plan Desk Administrator with deliveries and office supplies.
• Provide coverage to various office operations as needed.
• Welcoming and registering guests in accordance with security procedures.

Skills

Verbal and written communication

Organizational skills

Customer service

Education

Associate's or Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

Position Overview:

CMTA (formerly known as AMA Group), a Legence company, is a leading Architecture, Engineering, and Construction (AEC) firm dedicated to delivering innovative and sustainable solutions for our clients. We are looking for a detail-oriented and proactive Administrative Assistant/Receptionist to join our team in our New York City office.

In this role you will be the first point of contact for our New York office, providing exceptional customer service to clients, visitors, and team members. The ideal candidate will be a proactive, detail-oriented individual with excellent communication skills and a professional demeanor.

Role Responsibilities:

As the Administrative Assistant/Receptionist, you will be tasked with the following responsibilities:

• Assist in the preparation and formatting of documents (ASRs, Response Letters, etc.), utilizing strong Word skills to create professional and polished documents
• Provide administrative support to teams as needed, including managing the office calendar, scheduling meetings, and coordinating conference rooms
• Coordinate lunch/breakfasts for team meetings (internal/external)
• Answer, screen, direct incoming phone calls, and greet visitors
• Work with the Plan Desk Administrator with FedEx, UPS, and Office Supplies
• Perform other administrative duties as assigned
• Providing coverage or support to various office operations functions as needed
• Welcoming and registering guests in accordance with building/security procedures

Education:

Associate's or Bachelor's degree preferred; or equivalent years of experience

Experience:

• 3 - 5 years of experience
• A background in the AEC (Architecture, Engineering, Construction) industry is a plus
• Proven experience as a receptionist, administrative assistant, or similar role
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent verbal and written communication skills
• Strong organizational and multitasking abilities
• Professional appearance and demeanor

Who We Are?

CMTA, a Legence company, is a multi-service MEP/FP engineering practice. In New York, we carry forward the legacy of AMA Group, founded in New York City in 2000 and an industry leader in the design of building systems for media, broadcast, and production facilities, including sound stage campuses, as well as a diverse array of corporate, financial, education and residential mixed-use, and high-rise clients. Through our integration with CMTA, we pair deep technical craft in the New York market with CMTA’s national portfolio in education, healthcare, and zero-energy projects, supported by a large team of dedicated professionals, including licensed professional engineers and specialists in technology, energy, and sustainability, across offices nationwide.