Office Assistant

Fishbeck, Thompson, Carr & Huber; Grand Rapids (MI); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Wellness reimbursement and activities

Tuition reimbursement and professional

Vacation and sick time, volunteer PTO,

401(k) and stock ownership through ES 

And more!

Job summary

Fishbeck, Thompson, Carr & Huber seeks an Office Assistant in Grand Rapids, MI to greet guests, provide administrative support, and keep office operations running smoothly. This is a full-time in-office role from 8:00 a.m. to 5:00 p.m., Monday through Friday, based in our Grand Rapids office.

You will handle front-desk duties, coordinate meetings, assist with document handling, and support various departments while maintaining a welcoming, professional environment for staff and visitors.

Qualifications

• 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 and customer service.

Responsibilities

• Greet and assist clients, visitors, and staff at the front desk.
• Provide professional communication by phone, email, and mail.
• Coordinate meeting arrangements including scheduling, lunches, and catering.
• Assist staff with scanning, printing, and distributing documents.
• Coordinate office shipping and receiving.
• Arrange travel for staff, clients, and visitors.
• Coordinate fleet vehicle scheduling.
• Support coffee and vending program onsite.
• Maintain conference rooms and shared spaces.
• Monitor office supplies and ensure stock.
• Collaborate with Facilities on vendor and building needs.
• Coordinate maintenance requests and follow up.
• Provide admin support across departments.
• Assist with additional office projects.

Skills

Outlook

Excel

Word

Adobe Acrobat

Communication

Organization

Job description

Office Assistant

Grand Rapids, MI

Employment Type: Full-Time

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 changeComfortable 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.