Position Summary:

This position is responsible for providing administrative support to ensure efficient operation of the office. Supports all managers and employees through a variety of tasks related to organization and communication. Requires the ability to handle sensitive information with high level of confidentiality and discretion.

Essential Duties & Responsibilities

• Greet visitors and point them in the right direction, answer inquires, and create a welcoming environment
• Answer calls, take and deliver messages, transfer calls, and answer questions about the company
• Provide clerical support to all departments as needed
• Organize and maintain files and databases in a confidential manner
• Format, edit, and type several types of letters and documents
• Distribute, receive, and record petty cash transactions and maintain daily/monthly records
• Prepare daily receipt of funds received and distribute to authorized personnel
• Receive, sort, and route incoming mail and meter and ship outgoing mail (e.g., with FedEx and USPS)
• Replenish and maintain Pitney Bowes postage machine and supplies
• Maintain and update phone listings
• Execute pre-authorized corporate purchases requiring company credit card
• Schedule recurring monthly meetings and various specialty meetings, order food, and setup/takedown of conference room after meetings
• Assist with company functions, potlucks, and picnics, as directed
• File and retrieve sensitive, confidential corporate documents, records, and reports
• Setup of mail merges for mailings, assist in bid package preparation, and mail statements and invoices
• Assist various departments with binding, as needed
• Schedule transportation and hotel accommodations for various departments
• Check, forward, and save documents from the outgoing correspondence file daily
• Check, maintain, restock, and order office and building supplies
• Scan and save AP, agreements, and closed projects and setup project and contract files and labels
• Light cleaning and restocking of kitchen supplies, reception area, and supply room
• Monitor and contact vendor for restock and maintenance on vending machines
• Perform other clerical duties as needed, such as fax, file, photocopy, scan, certified mailings, and collate
• Advise management of new developments which may affect profit, schedule, costs, client relations, and/or inter-departmental relations
• Contribute to the overall success of Mackin by supporting internal departments, providing exemplary service to clients, and striving to meet on-going initiatives to grow and develop the company
• Duties, responsibilities, and activities may change or be assigned at any time with or without notice

Supervisory Responsibilities: N/A

System or Specialized Knowledge

To perform this job successfully, an individual might have knowledge of:

• Microsoft Office – Word, Excel, Access, and Outlook
• Computers, Printers, and Electronics
• Deltek Ajera

Education and/or Experience

Preferred Qualifications

Years of Experience: Minimum of 2 years’ experience in an office environment or equivalent combination of education and experience

Education: High School Diploma required, and an AS or AA Degree preferred

Degree or Formal Training: Business Administration or a related discipline

License, Certificate, or Registration: None required