Administrative Assistant in Rochester, New York at Popli Design Group

Popli Design Group (PDG), a multi-disciplined Architecture/Engineering firm is seeking a responsible, experienced Administrative Assistant to perform a variety of administrative and clerical tasks. The ideal candidate should have excellent oral and written communication skills, expert level Word, Excel, and Outlook skills, and an ability to work with individuals at all levels of the organization, from our executive staff to our team leaders, construction inspectors, engineers, architects and, most importantly, our clients.

Responsibilities:

• Administrative Assistant and point person for office.
• Welcome visitors, answer direct calls from the main phone line, and follow up on inquiries as needed.
• Arranging staff meetings and scheduling appointments and conference rooms, arranging meals for meetings as needed
• Maintaining the office calendar.
• Scanning/copying documents.
• Writing memos & correspondence, spreadsheets and other reports as needed.
• Keeping track of and forwarding invoices, receipts, etc.
• Keeping the office database and filing system up to date and organized.
• Maintaining logs and master lists.
• Sending, sorting and distribution of mail, UPS and FedEx packages.
• Maintaining, ordering, and organizing office supplies.
• Maintaining common employee areas.
• Assist with booking travel/transportation for site visits and project accommodations.
• Assist on special projects as needed.

Required Skills:

• Proficiency in Windows, including MS Word, EXCEL and PowerPoint.
• Time management, and an ability to handle multiple, sometimes conflicting, priorities.
• Willingness to learn and assist with other departments as needed.
• Excellent proofreading skills with a keen eye for detail.
• Ability to perform data entry accurately and efficiently.
• Strong phone etiquette skills for effective communication with clients and professionals.
• Prior experience in a clerical or administrative role within a professional office setting is preferred.
• Ability to manage multiple tasks while maintaining high standards of accuracy and confidentiality.

Experience and Education:

• Minimum of 5-years of administrative experience required
• Associates degree required in relevant area
• Valid driver's license with an acceptable driving record.

Work Environment and Physical Demands:

• Professional office environment
• The job requires prolonged periods of sitting at a computer

About Popli Design Group (PDG)

PDG is a well-established multi-disciplinary architecture and engineering firm that has been serving clients since 1982. With four decades of experience and expertise, we have evolved from a transportation engineering firm to a comprehensive, full-service organization with seven office locations in New York State. Our extensive portfolio of successful projects has earned us a trusted reputation among our clients.

Popli Design Group is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, genetics, disability or protected veteran status, and any other basis protected by applicable local, state, or federal law or Executive Orders.

Good faith salary range is provided, and salary package will be commensurate with experience.