Receptionist and Administrative Assistant

Urban, Ltd.; Annandale (VA); On-site; USD 34,000 - 48,000; Full time

Benefits offered by this job

Benefits package

Job summary

Urban Ltd. seeks an organized Receptionist & Administrative Assistant for our Annandale, VA headquarters. In-office role, 5 days a week, 8:30am–5:30pm, supporting principals and staff with a wide range of administrative tasks.

Responsibilities include greeting clients, coordinating calendars, preparing reports and contracts, handling billing prep, and ensuring office operations run smoothly. Strong MS Office skills and discretion are essential.

Qualifications

• High school diploma or equivalent; associate or bachelor’s degree preferred.
• At least 3 years of experience in a Receptionist & Administrative Assistant role.
• Excellent communication and interpersonal skills with a solutions-oriented mindset.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to maintain confidentiality and handle sensitive information.
• Strong organizational and time management skills.

Responsibilities

• Greet visitors and manage front desk; escort clients to meeting rooms.
• Answer calls and emails; delegate as needed across offices.
• Provide administrative support to Principals; prepare documents and reports.
• Prepare billing binders and assist accounting with related tasks.
• Manage calendars, schedule HR interviews, and reserve conference rooms.
• Maintain office supplies and coordinate with IT for service orders.

Skills

Communication skills

Interpersonal skills

Organization & time management

Confidentiality

Problem solving

Education

High school diploma or equivalent

Associate or bachelor’s degree preferred

Tools

Microsoft Office

Calendar management

Job description

Urban has a wonderful new opportunity: We are seeking an experienced Receptionist & Administrative Assistant for our Annandale, VA – Headquarters Office.

Urban Ltd. provides full-service civil engineering, transportation engineering, land planning, landscape architecture, and surveying services to private and public sector clients throughout the Washington DC metropolitan area.

We are seeking a highly organized, detail-oriented and creative Administrative Assistant and Receptionist to provide outstanding administrative support and ensure a welcoming environment for our staff and most especially Urban’s clients. The successful candidate will be responsible for managing front-desk operations, handling administrative tasks, and supporting the team with various projects.

This position is in-office 5-days a week from 8:30am – 5:30pm.

Reception Duties:

• Greet and Escort Visitors: Welcome guests and escort Urban's clients to the designated conference room, ensuring a seamless and hospitable experience.
• Answer and appropriately delegate phone calls across multiple offices and respond to emails in a positive, timely and professional manner.
• Provide receptionist support to the Chantilly VA office, on occasion.
• Manage the reception and conference rooms to maintain a clean and organized environment.

Administrative Support:

• Provide administrative assistance to all Principals, including but not limited to preparing documents, creating reports, drafting contracts, entering bills, drafting presentations, document preparation, and other administrative-related tasks.
• Preparing billing binders and reports from the Principals to the Firm's Accounting Department.
• Manage several calendars, including scheduling interviews for HR Interviews, coordinating meetings, ordering catering for meetings, and reserving the conference room for any in-house meetings.
• Maintain and manage inventory (office and kitchen) supplies for both Annandale offices (including weekly visits to our "7700" office to ensure supplies are adequately maintained).
• Coordinate directly with Human Resources on projects such as: Interview Schedules, Summer Program Calendar, Event Reservations, Event Preparations, and other administrative HR Tasks.
• Maintain accurate records and databases.
• Create strong working relationships with general staff including the Accounting Department, IT Department, Human Resources, and Print Room personnel to ensure effective cross-functional collaboration.
• On occasion, provide assistance to other office support staff with special projects such as but not limited to: supporting the Chantilly Office when our receptionist is away, creating resources/binders, large print jobs, document review contracts, ordering supplies, preparing billing, preparing for new employee arrivals, etc.

Operational Tasks:

• Manage and provide support to Urban’s Principals including but not limited to copying, emailing, transcribing, document preparations, work orders, billing preparations, and data-entry tasks.
• Manage office supplies and review inventory of frequently used materials. This includes but is not limited to a variety of pens (with different size tips), printer paper, staples, calculators, rulers, amongst others, for both Annandale offices.
• Ensure in-office conference facilities are fully functional each day. This also includes resetting the conference space after each meeting.
• Contacting IT or requesting a service order for equipment that needs repair.
• Assist with special projects and events as required.

Requirements:

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• At least 3 years of experience in a Receptionist & Administrative Assistant role.
• Excellent communication and interpersonal skills with a solutions-oriented mindset.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to maintain confidentiality and handle sensitive information.
• Strong organizational and time management skills.

What We Offer:

• Competitive salary and benefits package.
• Opportunity to work in a dynamic and supportive environment.

Urban Ltd. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, gender identity, disability, or protected veteran status.