Receptionist /Administrative Assistant

Fleming Architects is a thriving Architecture, Planning and Interior Design firm with over 40 years of experience in the Memphis area and nationwide.  Our projects consist of various types from educational/collegiate, mixed use – multifamily, civic, professional, religious, and master planning.  Fleming Architects prides itself on our culture, unique designs, and collaboration with our team and clients.  As the first point of contact with our firm you will greet people and welcome guest.  Must be dedicated and able to handle general office management tasks.  When clients walk into our office, we want them to find a friendly, smiling face and someone who will immediately offer assistance.  Must have excellent communication and multitasking skills, a positive attitude, and a strong work ethic.  

ESSENTIAL DUTIES AND RESPONSIBLITIES:

  • Greet, announce, and direct all visitors to scheduled location as needed.

  • Answer phones in a timely manner, screen and direct all calls.

  • Provide basic and accurate information in-person and via phone/email about firm and projects.

  • Setup and schedule all lunch and learn events and keep calendars updated.

  • Handle all incoming and outgoing mail and deliveries and distribute to appropriate person (USPS, FedEx, UPS, etc.)

  • Prepare correspondence, field reports, punch list, meeting minutes and other documents in a timely and accurate manner.

  • Refill all snacks, water, coffee, soft drinks and kitchen supplies as needed.

  • Take regular monthly inventory of office supplies and reorder as needed.

  • Keep all supplies in proper place and replenish, as necessary.

  • Handle monthly birthday gift cards, cake/cupcakes, and schedule monthly birthday celebration for employees.

  • Keep front area, all conference rooms and kitchen area clean and presentable at all times.  Check all conference rooms at the end of the day to make certain they are clean and ready for the next business day.

  • Ensure reception area is tidy and presentable with all necessary supplies and materials (pens, envelopes, stationary, etc.).

  • Organize conference and meeting room schedules/calendars.

  • Keep copy area neat and clean and replenish supplies, (pens, staplers, tape, paper clips, binder clips, etc.)

  • Perform other clerical receptionist duties such as filing as requested.

  • Ensure knowledge of employee’s movements in and out of the office by way of accurate sign-out sheet.

  • Continuously update internal contact information, including phones, emails, and employee contact list.

  • Complete other administrative duties as assigned.

  • Type and complete project schedules as requested.

  • Maintain and update firm project schedules on a weekly basis.

 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

  • Proven work experience in a professional office environment or similar role

  • Proficiency in Microsoft Office, MSWord, Excel, PowerPoint

  • Hands on experience with office equipment (e.g., copier, printers, postage meter)

  • Professional attitude and appearance

  • Solid written and communication skills – must have “good people skills”

  • Ability to be resourceful and proactive when issues arise

  • Excellent organizational skills

  • Must be a team player

  • Must have the ability to organize and prioritize work and to meet deadlines

  • Must keep Firm information confidential

  • Knowledge of administrative and clerical procedures

  • Knowledge of computers and relevant software applications

  • Ability to keep digital files organized

  • Must be dependable and punctual

  • Must be willing to work full time office hours 8:00 am – 5:00 pm

 

Bachelor’s degree preferred, but high school diploma accepted with some college or equivalent experience.

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