HNTB Grand Rapids Receptionist and Administrative Assistant in Grand Rapids, Michigan
What We're Looking For
At HNTB, you can create a career that is meaningful to you while building communities that matter to all of us. For more than a century, we have been delivering solutions for some of the largest, most complex infrastructure projects across the country. With our historic growth, it is an exciting time to join our team of employee-owners.
This opportunity entails, while under moderate supervision, performing a broad range of administrative functions in support of the HNTB Grand Rapids office. One of the primary responsibilities of this position is to perform the role of receptionist for the main office entrance which includes answering phones and greeting visitors, in addition to administrative/clerical functions.
This is an in-office position, so telecommuting is not an option. The in-office work schedule for this position is Monday through Friday 8 a.m. to 5 p.m.
Administrative functions may include welcoming visitors, receiving and directing incoming calls, ordering, stocking and organizing supplies in the kitchen and supply closet, coordinating luncheons/events, coordinating with building management, maintaining calendars, scheduling meetings, making travel arrangements, processing expense reports, distributing mail, filing, IT system coordination (servers, network upgrades, etc under close direction from the division IT staff), new hire IT setups maintenance and cleaning request coordination, and performing other duties to support the office staff, as needed. Utilizes Outlook, Word, Excel, PowerPoint, Oracle Business Suite, and various HNTB software applications to perform tasks.
Additionally, this position will serve as Deputy Michigan Office Coordinator, which is a role that acts as a point of contact for employee questions, directs to the proper person or department (HR, HRSC, Payroll, etc) and supports new hire orientation for hires in Grand Rapids, Lansing, and Jackson office locations.
The Deputy Office Coordinator role also ensures proper legal posters are displayed at each location, organizes company events when offered by the firm (Flu shots, bio-metric screening, professional photography, etc), coordinates terminations, distributes packets to departing employee & manager, and tracks and inputs Affirmative Action activities for office, and other duties, as assigned. This will require occasional travel to East Lansing and Jackson for new hire orientation.
What You’ll Do:
Maintains calendars and schedules appointments.
Coordinates and schedules meetings and prepares meeting agendas.
Coordinates and arranges travel and accommodations, and prepares travel itineraries.
Directs incoming calls, welcomes visitors, and answers routine questions. Sorts and distributes incoming mail and prepares outgoing mail.
Compiles basic reports or presentations with information from established sources as directed. Prepares a variety of correspondence with a moderate degree of guidance.
Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.
May perform data input and prepare forms in support of the manager or department.
Performs other duties as assigned.
What You’ll Need:
High School Diploma/GED or equivalent
2 years related administrative experience
What We Prefer:
Ability to maintain confidentiality
Planning, time management, and organizational skills
Ability to balance multiple tasks and changing priorities
Experience with Microsoft Office - Word, PowerPoint, and Excel
Click here for benefits information: HNTB Total Rewards
Click here to learn more about EOE including disability and vet
Visa sponsorship is not available for this position.
Grand Rapids, MI
NOTICE TO THIRD-PARTY AGENCIES:
HNTB does not accept unsolicited resumes from recruiters or agencies. Any staffing/employment agency, person or entity that submits an unsolicited resume to this site does so with the understanding that the applicant's resume will become the property of HNTB. HNTB will have the right to hire that applicant at its discretion and without any fee owed to the submitting staffing/employment agency, person or entity. Staffing/employment agencies who have fee agreements with HNTB must submit applicants to the designated HNTB recruiter to be eligible for placement fees.
Job Type: Regular
Full/Part Time: Full time
Job Category: Administration Group
ReqID: R-17300 #college