Administrative Assistant

Overview

The Administrative Assistant in the Las Vegas office sits at the front and has varied responsibilities including receptionist duties, as well as, providing the office with administrative and project support.This is an in-office position.

Responsibilities

• Working at the front desk answering the phone, greeting visitors and clients
• Managing calendar of shared office resources including conference rooms, booking time slots and handling scheduling conflicts as necessary
• Maintain kitchen and office supplies by tracking inventory, anticipating future needs, ordering as needed, and keeping supplies stocked
• Ordering catering for internal and external meetings as requested, including facilitating multiple catering orders, conference room set up and break down
• Receiving and processing office invoices
• Coordinating FOB access, parking, and desk space for new hires and office visitors
• Managing Fed Ex/UPS/USPS including: ordering/printing postage and mailing supplies as needed; making labels; picking up the mail and distributing it; managing interoffice and other outgoing mail
• Schedule and arrange courier services
• Coordinating various building maintenance activities with property management company and internal facilities management team
• Coordinating travel and completing monthly expense reports for practice as requested
• Assist Project Managers with contract processes and preparing contract documents, request insurance certificates
• Assist with producing plans, project manuals and reports (copying, printing and/or scanning documents) as needed
• Assist with the production of project submittals and agency/client deliveries
• Support project managers and team members as needed

Qualifications

• Proficiency with MS Office including Word, Excel, PowerPoint, Outlook, and Adobe
• Strong communication and interpersonal skills necessary for efficient and effective communication with co-workers, leaders, vendors and clients; including professional demeanor/phone voice
• Strong writing, editing and proofreading skills
• Team player; Works well with different types of people
• Strong organizational skills
• Strong attention to detail and ability to ability to multi-task and prioritize in a fast-paced environment while supporting multiple project managers
• Able to take a task from start to finish with minimal guidance
• Ability to meet deadlines and schedules
• Outstanding organizational and prioritization skills with ability to meet deadlines
• Able to sit/stand for extended periods and bend/stoop/pull/push occasionally
• Lift or maneuver boxes up to 30 pounds, with or without accommodation
• Maintains a valid driver’s license and reliable transportation
  • Occasional driving to client offices will be required

Note: Sit Stand desk is supplied to all employees

General expectations needed to perform essential functions:

• Ability to learn new tasks and/or software programs quickly
• Proactive, self-motivated, ability to take initiative with tasks and projects
• Able to anticipate needs and manage multiple, competing priorities
• Ability to endure a consistently demanding, fast paced and stressful work environment
• Ability to respond quickly and efficiently to requests for assistance
• Ability to understand the appropriate time required to complete tasks and the ability to concentrate and focus to complete those tasks efficiently
• Flexibility to effectively deal with constant change and demands and ability to change focus quickly
• Regular and reliable in-office attendance during assigned work hours, Monday – Friday, which are necessary for delivering on assignments and duties, providing coverage as a team and collaborating with clients and teammates. (The office’s core work hours are 7:30 am - 5:30 pm Monday – Thursday and Friday, 7:30 am – 11:30 am.)
  • Occasional need to shift regular hours to accommodate special events
  • Occasional need to work overtime when necessary to meet deadlines

Why Kimley-Horn?

At Kimley-Horn, we do things differently. People, clients, and employees are at the forefront of who we are. Clients know we prioritize achieving their goals and growing their success. Employees know our culture and approach to business are built on a desire to provide an environment for everyone to flourish. Our commitment to quality is only as good as the people behind it— that’s why we welcome and develop passionate, hardworking, and proactive employees. We take pride in how our employee retention, robust benefits package, and company values have led to Kimley-Horn’s placement on the Fortune “100 Best Companies to Work” list for 19 years!

Key Benefits at Kimley-Horn

• Exceptional Retirement Plan: 2-to1- company match on up to 4% of eligible compensation (salary + bonus) and additional profit-sharing contribution.
• Comprehensive Health Coverage: Low-cost medical, dental, and vision insurance options.
• Time Off: Personal leave, flexible scheduling, floating holidays, and half-day Fridays.
• Financial Wellness: Student loan matching in our 401(k), and performance-based bonuses.
• Professional Development: Tuition reimbursement and extensive internal training programs.
• Family-Friendly Benefits: New Parent Leave, family building benefits, and childcare resources.

Responsibilities

- Working at the front desk answering the phone, greeting visitors and clients
- Managing calendar of shared office resources including conference rooms, booking time slots and handling scheduling conflicts as necessary
- Maintain kitchen and office supplies by tracking inventory, anticipating future needs, ordering as needed, and keeping supplies stocked
- Ordering catering for internal and external meetings as requested, including facilitating multiple catering orders, conference room set up and break down
- Receiving and processing office invoices
- Coordinating FOB access, parking, and desk space for new hires and office visitors
- Managing Fed Ex/UPS/USPS including: ordering/printing postage and mailing supplies as needed; making labels; picking up the mail and distributing it; managing interoffice and other outgoing mail
- Schedule and arrange courier services
- Coordinating various building maintenance activities with property management company and internal facilities management team
- Coordinating travel and completing monthly expense reports for practice as requested
- Assist Project Managers with contract processes and preparing contract documents, request insurance certificates
- Assist with producing plans, project manuals and reports (copying, printing and/or scanning documents) as needed
- Assist with the production of project submittals and agency/client deliveries
- Support project managers and team members as needed