Job Summary
Our company is a certified public accounting firm, is seeking a full-time Front Office Administrator. We are the top Architecture company on Oahu. We have served Hawaii community for 45 years. Our services include Design, commercial, large scale, high end residential.
Our current Administrator is retiring after several years with our team. We are looking for a personable and organized individual who has experience in a business environment. Not much downtime, so time flies by quickly!
Duties include:
Greet and direct visitors, receive deliveries, schedule main conference room
Operate multi-line phone system to answer incoming calls and direct as needed
Process daily mail, incoming and outgoing
Make deliveries, including bank and post office
Monitor visitor access and provide parking validation
Order, receive and monitor office supplies and equipment, such as copier and postage machine
Process financial reports using WORD and Excel as well as using binding machine for reports
Process tax returns for mailing out to clients
Filing of various client documents, both electronically and manually
Answering phones
- Handling incoming and outgoing mail
- Coordination with courier service for pick-ups and deliveries
- Responsible for general office appearance (public areas)
- Greeting clients, consultants, industry representatives
- Incoming and outgoing faxes
- Coordinate/scheduling/maintaining calendars
- Word processing for transmittals, editing/creating documents, correspondence, etc.
- Excel spreadsheets to include completion/maintenance of logs; proposals
- Handling travel arrangements
Minimum Qualifications
- Detail oriented; excellent communication skills; able to multi-task; organized; flexible; team player
- 2 yrs. prior experience receptionist duties
- Prior experience in architectural/engineering firm or related industry (preferred)
- Knowledge using MS Office (Word and Excel) and Google G Suite
- Typing speed at 55 wpm