Administrative Assistant | Receptionist

Rochester, MN

HGA is an award winning architectural, engineering, interior design and planning firm with a part-time opportunity in our Rochester office for an Administrative Assistant. This role supports Principals and project team members and requires a passion for providing exceptional service to internal and external customers. The ideal candidate will excel at time management, attention to detail, follow through, prioritizing, anticipating the needs of others, and maintaining a positive attitude.

Preferred candidates will have:

Bachelor’s degree in business administration or related field preferred but not required
Minimum of 5 years administrative experience without Bachelor’s degree or 2 years with Bachelor’s degree.
Proficiency in Microsoft Office products including Word, Excel, PowerPoint and Outlook; Adobe / In-Design graphics software preferred
Excellent communication skills, both written and verbal
Demonstrated ability to build relationships across an organization

HGA is both team-oriented and employee-friendly. Social activities are integrated into our office culture. We offer challenge, recognition and personal visibility with an opportunity to be part of some great projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Handles daily office opening and closing procedures.
Maintains daily communication with team leaders to determine assignments, priorities and seeks clarification as necessary.
Performs a variety of administrative duties in support of a department, project teams, or group leaders in coordination with Admin team who may also share in these tasks:
- Answers phones and greets/directs in-person clients, visitors, and maintenance persons
- Assists with budgets and expense tracking
- Assists with submitting invoices to clients
- Tracking of charitable contributions/events for Rochester office
- Schedules meetings, conference calls and appointments; monitors daily calendars, assists in connecting A/V equipment for virtual meetings
- Arranges catering for lunchtime meetings and office events
- Coordinates CEU Lunch and Learns as well as Interior Design Product Rep Expos
- Delivers any mail or packages throughout the office, Sends out mail and packages via USPS and delivery services (intra-office FedEx, etc.)
- Provide support for Construction Administration process; facilitates communication between clients and contractors.
- Proofread, format and distribute meeting minutes and other correspondence
- Supply area organization and ordering
  - Orders office supplies and coffee/kitchen supplies
- Order toner, replace cartridges, troubleshoot/call for support for office copier as needed
- Scan and save redline copies of drawings as needed
- Coordinate service for building/maintenance issues as needed
- Ensure appliances around the office are maintained (fridge, dishwasher, microwave, etc.)
- Maintain/track office lists/phone numbers
- Update/maintain documentation of standard work
Works closely with department leader to stay informed of multiple deadlines where additional help may be needed. Understands the importance of team-playing and offers services to assist others when needed.
Assists new hires on onboarding procedures to familiarize them with administrative procedures, standards and guidelines. Advises with other resources within firm as appropriate and may facilitate introductions when appropriate.
Maintains ongoing communication with peers and works to maintain quality standards within departments through identification of problem processes, potential changes in work processes, and participation in department meetings.
Keep procedure guides for Administrative Assistant/Receptionist responsibilities up to date and create new one as necessary.
Maintains confidentiality and conducts self in a professional manner.
Other duties or responsibilities as assigned.

If interested, please submit your resume to www.hga.com/careers

HGA is an equal opportunity employer; applicants are considered without regard to race, color, creed, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, genetic information, or other statuses protected by applicable federal, state, or local laws. This policy extends to all aspects of employment, including recruitment and hiring.

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