Office Administrative Assistant/Receptionist

Stofft Cooney Architectural Group

The Front Desk serves as the first point of contact for visitors and callers and helps create a professional, welcoming impression of the company. Maintain a neat, organized reception area and dress in appropriate business-casual attire. The responsibilities below are representative and may be adjusted based on office needs.

Front Desk & Client Services

· Answer and screen incoming calls; check and relay overnight voicemail messages.

· Welcome clients and visitors and offer refreshments as appropriate.

· Notify Project Managers of overnight deliveries, including blueprints and other project materials.

· Coordinate FedEx shipments and account-related needs.

· Maintain the sign-and-seal log and coordinate outgoing plans and transmittals, including required client signatures.

Meeting & Scheduling Support

· Assist Managing Director with scheduling meetings and managing the Partner and Staff calendars.

· Set up Zoom and Microsoft Teams meetings, distribute invitations and links, and assist with meeting logistics.

· Prepare travel schedules and related arrangements as needed.

· Prepare conference rooms before meetings, including plans, agendas, tracing paper, pens, writing pads, and scales.

· Confirm meeting materials with Project Managers, communicate upcoming meetings and follow-ups, and reset rooms after use.

Administrative, Marketing Support

· Maintain and update Monday.com boards

· Support general scheduling, correspondence and other administrative tasks as assigned.

· Marketing Support

· Social Media and Website Updates

· Assist in planning company events

· Coordinating staff lunches

· Coordinating photoshoots and magazine features

· Keeping up to date with latest projects and developments

Office Operations & Maintenance

· Order and replenish office supplies, paper, toner, beverages and other necessities, including Instacart orders.

· Schedule routine office maintenance, repairs and vendor service appointments; coordinate access and follow-up.

· Keep the reception area, conference rooms, lobby magazines and architectural reference library clean and organized.

Company Events & Special Projects

· Maintain employee birthday and work-anniversary records; coordinate birthday cards and gift cards according to company practice.

· Assist with holiday card mailings and distribution.

· Help plan and coordinate company events, happy hours, socials and holiday parties.

· Assist with professional photography coordination as needed.

Additional duties may be assigned as needed to support the team and daily office operations.

Education and Experience

· High School diploma; additional certification is a plus

· Knowledge of standard office equipment

· Computer skills with relevant software – Microsoft Office

Job Type: Full-time

Pay: From $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• Customer service: 1 year (Preferred)

Language:

• English (Preferred)

Work Location: In person

Salary : $25