Office Assistant

Fishbeck; Grand Rapids (MI); On-site; USD 34,000 - 48,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) program with profit sharing

Tuition assistance and professional/p—

Job summary

Fishbeck, an employee‑owned engineering firm, is seeking an Office Assistant for our Grand Rapids office. You will welcome guests, support professionals, and help ensure smooth day‑to‑day operations in a full‑time in‑office role, Monday through Friday, 8:00 a.m.

to 5:00 p.m. Responsibilities include front desk reception, coordination of meetings, document handling, travel arrangements, and maintaining shared spaces.

Qualifications

• Proficiency with Microsoft Outlook, Excel, Word, and Adobe Acrobat
• Highly organized, dependable, and detail‑oriented
• Strong verbal and written communication skills with focus on service
• Ability to manage multiple priorities and adapt to changing needs
• Comfortable learning new technology
• Strong problem solving and independent work ethic
• Self‑motivated in a busy professional environment
• Positive and professional client interaction

Responsibilities

• Greet and assist clients, visitors, and staff at the front desk of our Grand Rapids office
• Provide professional communication by phone, email, and mail
• Coordinate meeting arrangements, including room scheduling, lunches, and catering
• Assist with scanning, assembling, printing, and distributing documents
• Coordinate shipping/receiving for the office
• Arrange travel for staff, clients, and visitors to Grand Rapids
• Assist with scheduling fleets and vehicle coordination
• Oversee onsite coffee and vending program needs
• Maintain conference rooms, resource rooms, kitchens, and shared spaces
• Monitor office supplies and keep areas stocked and organized
• Collaborate with Facilities on vendor/building needs
• Coordinate maintenance requests and follow through promptly
• Provide administrative support across departments
• Assist with additional projects and office needs

Job description

For over 70 years Fishbeck has been building. As a 100% employee-owned firm, every team member has a stake in what we build together—our work, our reputation, and our future. Now we need to add an Office Assistant to help us keep building.

Working from our Grand Rapids office, you will help create a welcoming, organized, and professional environment for our staff, clients, and visitors. As one of the first points of contact for our headquarters office, you will greet guests, provide administrative support to professionals across the firm, and help ensure our shared spaces and day-to-day office operations run smoothly.

This is a full-time, in-office position, Monday through Friday, from 8:00 a.m. to 5:00 p.m.

What You’ll Do

• Greet and assist clients, visitors, and staff at the front desk of our Grand Rapids office
• Provide professional and friendly communication by phone, email, and mail
• Coordinate meeting arrangements, including room scheduling, lunches, and catering
• Assist staff with scanning, assembling, printing, and distributing documents
• Coordinate shipping and receiving for the office
• Coordinate travel arrangements for staff, clients, and visitors traveling to and from Grand Rapids
• Assist staff with scheduling and coordinating fleet vehicles
• Serve as the onsite contact for coffee and vending program needs
• Maintain conference rooms, resource rooms, kitchenettes, and other shared spaces
• Monitor office supplies and ensure shared areas remain stocked, organized, and ready for staff and visitors
• Collaborate with the Facilities team on routine vendor and building needs
• Coordinate maintenance requests and follow through to ensure they are addressed promptly
• Provide administrative support to staff across a variety of departments
• Assist with additional projects and office needs as assigned

What We’re Looking For

• At least one year of office or administrative experience; experience in an engineering or professional services environment is a plus
• Proficiency with Microsoft Outlook, Excel, Word, and Adobe Acrobat
• Highly organized, dependable, and detail-oriented
• Strong verbal and written communication skills with a focus on providing excellent service
• Ability to manage multiple priorities and adapt as business needs change
• Comfortable learning and using new technology
• Strong problem-solving skills and the ability to work independently
• Self-motivated with the ability to thrive in a busy, professional office environment
• A positive and professional approach when interacting with clients, visitors, and staff

What We Offer

Our staff members enjoy a comprehensive compensation package that includes:

• Medical, dental, and vision insurance
• Wellness reimbursement and activities
• Reimbursement and support for tuition, continuing education, and professional/personal development
• Vacation and sick time, volunteer PTO, parental leave, and paid holidays
• 401(k), profit sharing, and stock ownership opportunities through our employee ownership program
• And more!

We are an equal-opportunity employer that is committed to diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability, or veteran status.

Build Your Future Here

Imagine working for a firm where your personal growth and professional development are top priorities. Imagine a place where enthusiasm, creativity, and integrity are just a few of the core values. Imagine working alongside a dynamic, diverse group of peers while learning from the industry’s leading experts.

BENEFITS OF WORKING AT FISHBECK

Live well, work well, be well. Fishbeck believes in the benefits of a corporate wellness program and has woven it into our culture. We have been recognized over the years for best practices in work-life balance, diversity and multiculturalism, employee communication and recognition, education and development, and community initiatives.

We are a team at Fishbeck and want to keep our staff happy and healthy. We offer premium benefits to keep you and your family at your best, because we truly believe in the benefit of being well.

SEE MORE ON BENEFITS BELOW.

BENEFITS

Insurance

• Health, Dental, Optical, Life, and AD&D Insurance
• Short and Long-Term Disability Insurance
• Long-Term Care Insurance
• Health Savings Account
• Flexible Spending Account
• LifeLock

Equity

• 401(k)/ROTH Retirement Plan
• Profit Sharing
• Employee Ownership Opportunities
• Bonus Potential

Education

• Professional/Technical Membership Support
• Technical and LeadershipTraining
• Health and Safety Training
• Customized Orientation
• Tuition Assistance
• Employee Assistance Program
• Wellness Challenges
• Wellness Activity Reimbursement
• CPR/First Aid/AED Training

Time away

• Paid Vacation, Holidays, and Medical Absence Time

Day of Service

Employees are encouraged to take a Day of Service each year in support of a non-profit or local charity. This paid time off provides staff with opportunities to serve in new ways, builds camaraderie among teams, and hopes to inspire others to give back.

Diversity & Inclusion

At Fishbeck, we create and maintain an inclusive environment where differences are valued and there is understanding, communication, and respect among all individuals. Our unique culture capitalizes on the strengths resulting from our differences. We are an employer of choice, attracting a diverse workforce that provides innovation and excellence in everything we do.

We actively seek a diverse candidate base and offer career development and internship programs. Once you are on our team, you can expect nondiscriminatory, merit-based promotions, and competitive compensation as we work to nurture and support our talented staff.

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