This position is to provide general office support with a variety of clerical tasks. This individual will be responsible for answering incoming calls, directing calls to appropriate employees, mail distribution, flow of correspondence, as well as additional clerical duties.
This role is based in our Winter Garden office. Office hours are Monday-Friday 8am-5pm. Remote work is not available for this role.
Responsibilities:
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Welcome visitors by greeting them when they arrive and depart. Answer or refer and inquiries that they may have.
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Make sure they are comfortable and offer the restroom or a beverage of their choice.
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Direct visitors by maintaining employee, department and project directories. Be able to give directions around the building for visitors.
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Maintains security by following procedures; monitoring sign in sheet, allowing only NEI employees through the locked door, Calling NEI employee before letting in any visitor.
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Maintain safe and clean reception area: distribute newspapers accordingly, restock sign-in sheets, tissues, hand sanitizer, and business cards.
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Answer phone, transfer calls and messages to specific employees, check general voicemail, answer inquiries about the company and specific projects.
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Must be highly organized, capable of multi-tasking; able to prioritize in order to meet tight deadlines
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Team player with strong communication skills, proactive approach, willingness to work independently and produce results in a high-paced environment
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Capable of coordinating and communicating well and in a professional, positive manner with subcontractors, architects, engineers, project owners, and government agencies
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Experience with Word, Excel and Outlook required
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Experience with Procore and Timberline Construction Software preferred
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Familiarity with the construction industry processes required including submittal procedures, project specification layout and plan reading
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Ability to perform with a high emphasis on detail and follow through
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Must be responsible and timely
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Must be highly organized, capable of multi-tasking; able to prioritize in order to meet tight deadlines
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Team player with strong communication skills, proactive approach, willingness to work independently and produce results in a high-paced environment
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Capable of coordinating and communicating well and in a professional, positive manner with subcontractors, architects, engineers, project owners, and government agencies
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Experience with Word, Excel and Outlook required
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Ability to perform with a high emphasis on detail and follow through
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Receive, scan, distribute and send office mail & checks to various departments.
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Manage the replenishment, receipt, organization, and inventory of all office supplies, including breakroom items.
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Refill all copy room and conference room supply stations.
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Receive, organize, and inventory water jug deliveries.
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Create and maintain detailed office inventory spreadsheets.
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Receive, organize, and inventory copy paper throughout the various copy rooms.
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Handle IT equipment returns and damages.
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Perform the opening and locking of all facility doors upon arrival and dismissal.
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Ensure the waiting area is consistently clean and presentable.
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Assist in the setup and breakdown of events.
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Support meeting food setup and cleanup.
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Ensure conference spaces are consistently tidy and clean.
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Conduct daily office rounds.
- Execute a weekly fridge cleanout.
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Assist with breakroom cleanup after events.
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Upkeep of common areas and the lobby.
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Responsible for sending calendar invites to ensure reception coverage at all times.
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Handle the watering and maintenance of office plants.
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Receive and direct all major/large deliveries to the appropriate areas.
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Serve as a backup to the Executive Assistant when needed.
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Other duties as assigned.
Qualifications:
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Strong Time Management
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Friendly, polite and outgoing personality
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Efficient and Well Organized
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Outstanding Communication Skills
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Self- motivated and Flexible
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Microsoft Office Experience – Word, Excel, Access
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Familiar with accounting software
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Conflict Management skills
Physical Demands:
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Able to navigate work sites and office facilities.
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Bending/stooping, squatting, crawling, reaching above shoulders, kneeling and twisting
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Some lifting of various weights and sizes. May involve lifting above shoulders.
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Vision abilities include close and peripheral vision, depth perception and the ability to adjust focus.
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Sit and type for several hours at a time