Office Assistant

Align; Grand Rapids (MI); On-site; USD 34,000 - 44,000; Full time

Job summary

Fishbeck is seeking an Office Assistant for its Grand Rapids headquarters to welcome visitors and support staff. This full-time, in-office role runs Monday–Friday from 8:00 a.m. to 5:00 p.m., serving as a primary point of contact and helping ensure the smooth operation of shared spaces and daily tasks.

You will handle front desk communications, meeting coordination, document preparation, and travel logistics while assisting multiple departments with administrative needs.

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 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

Responsibilities

• 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

Skills

Office experience

Organizational skills

Communication skills

Independent worker

Tools

Microsoft Outlook

Excel

Word

Adobe Acrobat

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.