Receptionist/Administrative Assistant

About the Role

Seeking a highly organized, professional, and proactive Receptionist/Administrative Assistant to support our architectural office. The ideal candidate will be an excellent communicator, detail-oriented, and capable of managing a wide range of administrative and front-office responsibilities. This role is essential to ensuring a smooth, efficient, and professional office environment.

Key Responsibilities

Front Desk & Communication

• Greet, screen, and direct visitors in a professional and friendly manner.
• Answer and route all incoming phone calls; take accurate messages and notify appropriate staff.
• Receive courier and mail deliveries; prepare outgoing mail and shipments (FedEx, USPS).
• Respond to general inquiries via phone, mail, and email.

Administrative Support

• Prepare, proofread, and edit correspondence, memos, reports, and office documents.
• Create, scan, and maintain drafting documents, plans, reports, and presentation materials.
• Maintain both digital and physical office filing systems, including organizing, retrieving, and archiving active/inactive files.
• Assist with special projects including research, data collection, and document preparation.

Scheduling & Coordination

• Manage office calendars for Principals and staff; schedule meetings, appointments, and conference calls.
• Coordinate client appointments and meeting room logistics.
• Assist in making travel arrangements when needed, including itineraries, accommodations, and transportation.

Project & Job Intake Support

• Handle all potential new job calls and emails; collect project information and log inquiries.
• Create new job folders, maintain active project lists, and assist with preliminary research.
• Assist with applications, construction documents, fees, and supporting materials for filings with government agencies.

Support for Architectural Processes

• Assist the Office Manager with research on government agency websites (DOB, DOF, County Clerk, BSA, etc.).
• Prepare or update forms, templates, and standard letters for office use.
• Operate office equipment including scanners, plotters, CADD scanners, printers, and multi-line phones.

Office Operations

• Maintain office supplies, inventory, vendor communications, and petty cash fund.
• Support marketing tasks including correspondence, photo organization, website updates, and maintaining digital files.
• Maintain a clean, organized, and professional office environment.

(All tasks will include proper training.)

Required Skills & Competencies

• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to work independently and collaboratively in a fast-paced environment.
• Professionalism, reliability, and ability to multitask.
• Strong customer service and interpersonal skills.
• Ability to maintain confidentiality.

Software & Technical Skills

• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) — proficient preferred.
• Bluebeam Revu — viewing, marking, and preparing PDFs (helpful, not required).
• Adobe Acrobat (helpful, not required).
• Zoom, Microsoft Teams — virtual meetings (proficient preferred).
• Digital physical filing and document management systems.
• Experience with scanners, plotters, and typical architectural office equipment.

Knowledge of NYC Government Agencies (DOB, BSA, CPC, DEC) is a strong plus.

Education & Experience

• High School Diploma or equivalent required.
• Administrative or receptionist experience preferred.
• Experience in an architectural, engineering, or construction office is a plus.

Compensation & Benefits

• Competitive pay based on experience.
• Health, Dental, and Vision Insurance.
• Non-Contributing 401(k).
• Paid Time Off.
• Life insurance and additional benefits.
• Annual Bonus.

Schedule

• Full-time, Monday—Friday, 8:30 AM—5:30 PM
• In-office position — Staten Island, NY 10306
• Ability to relocate before starting work is required.