Position Summary

We are seeking a friendly, organized, and dependable Receptionist / Administrative Assistant to serve as the first point of contact for our surveying and civil engineering firm. This position plays an important role in creating a professional and welcoming experience for clients, vendors, and visitors while providing day-to-day administrative support to our office staff, surveyors, engineers, and project teams.

The ideal candidate is professional, detail-oriented and comfortable managing multiple priorities. The successful candidate will help keep the office organized and running smoothly while ensuring that clients and visitors receive prompt, professional assistance. This person should be comfortable taking initiative, following through on tasks, learning how our business operates, and supporting multiple team members as priorities change throughout the day.

Key Responsibilities

• Greet clients, visitors, vendors, and delivery personnel in a friendly and professional manner.
• Answer and direct incoming phone calls, take accurate messages, and respond to general inquiries.
• Receive, sort, and distribute incoming mail and packages; prepare outgoing mail and shipments.
• Maintain the reception area, conference rooms, kitchen, restrooms and other common areas in a neat and professional condition.
• Assist with scheduling meetings, conference rooms, appointments, and company events.
• Perform general administrative duties including scanning, copying, filing, document preparation, and data entry.
• Maintain electronic and paper files in accordance with company procedures.
• Assist with preparing, organizing, and distributing project documents, proposals, reports, plans, and other correspondence.
• Order and maintain office supplies and coordinate with office vendors as needed.
• Assist with incoming requests for services by gathering basic contact and project information and directing requests to the appropriate staff member.
• Provide administrative support to project managers, engineers, planners, surveyors, and management as requested.
• Maintain confidentiality regarding client, project, employee, and company information.
• Perform other administrative duties and special projects as assigned.

Qualifications

• High school diploma or equivalent required; additional education or administrative training is a plus.
• Previous receptionist, administrative assistant, or customer service role preferred.
• Strong verbal and written communication skills and the ability to communicate professionally with clients, government agencies, contractors, vendors, and members of the public.
• Professional and courteous phone and in-person demeanor.
• Strong organizational skills and attention to detail.
• Ability to prioritize tasks and manage interruptions in a busy office environment.
• Dependable, punctual, and able to work effectively both independently and as part of a team.
• Comfortable learning new software, processes, and terminology.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Experience in an engineering, surveying, construction, architecture, or other professional-services office is helpful but not required.