Administrative Assistant Job Listing at HOK in Tampa, FL (Job ID 5523)

Description

We are currently seeking an Administrative Assistant to join our team. As an Administrative Assistant, you will be responsible for providing administrative support to one or more leaders or possibly a department.

•         Manages day to day workflow of the department.  Requires extensive contact with internal employees and external clients.
•        Inputs data into various information systems.
•        Provides administrative support to one or more leaders or a department including opening  and distributing mail, answering the telephone and taking messages, scheduling meetings, arranging business travel and preparing expense reports, etc.
•        Handles frequent telephone, email and personal contact with internal employees and external clients. 
•        Manages client contact information.
•        Provides project support by composing correspondence, proposals and agreements, project progress reports and invoices, performs data entry and maintains project files.
•        Serves as meeting coordinator for client, departmental and /or office meetings.
•        Responsible for office supply purchasing in a timely manner.  Reviews and approves office supply acquisitions.
•        Organizes, publicizes, and registers staff for workshops and other staff development opportunities.
•        Makes site and catering arrangements for training and special events.
•        Ensures that the office equipment is functioning properly.  Oversees the maintenance of office equipment. 
•        Oversees facilities planning, maintenance and custodial operations.  Monitors the facility to ensure that it remains safe, secure, and well-maintained.
•        Acts as a liaison with contractors and utility contractors in servicing office equipment.  Manages contractor's billings and payments. 
•        Communicates information, announcements and messages promptly to staff.
•        Assists in the organization and planning of volunteer and fundraising events.
•        May provide reception relief duties.
•        May perform construction administration dues for project teams.
•        May perform other administrative duties for the department.
•        Takes personal responsibility for fostering a green workplace through sustainable work practices.
•        Fosters a commitment to external and internal client service.

• Advanced knowledge of administrative practices and procedures.
• Flexible and able to function well in a fast-paced environment.
• Ability to maintain high degree of confidentiality and strong adherence to the practice of business ethics.
• Great interpersonal skills and the ability to interact with all levels of staff.
• Expert multi-tasker and prioritizer.
• Proven ability to independently solve problems.
• Highly organized and meticulously detail-oriented.
• Ability to work independently with little to no supervision and in a team environment.
• Outstanding communication skills both verbally and in writing.
• Proficiency in MS Office including Excel, Word, PowerPoint and Outlook.  MS Project proficiency preferred.
• Ability to learn and master new information technology systems.

• High school diploma or equivalent required; Bachelor's degree preferred.
• 2 plus years' supporting at an administrative level.
• Previous experience in architecture or related professional services firm preferred.

HOK is committed to providing our employees with a comprehensive benefits plan to meet their current and future needs. Benefits include medical, dental and vision coverage; 401(K) savings plans; disability, life and accident insurance; paid time off (PTO); and parental leave. In addition, HOK employees enjoy a flexible work schedule with the option to work remotely on Mondays and Fridays.

HOK is a drug-free workplace.  HOK is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, age, genetic information, sexual orientation, gender identity, status as a protected veteran or status as a qualified individual with a disability, or any other characteristic protected by applicable Federal, State or Local law.