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Receptionist (Office Coordinator)

  • Job reference: NA-001347
  • Sector: Support Services
  • Location: San Diego

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Atkins has been providing infrastructure planning, engineering, construction, environmental consulting, urban planning, architecture, and program management services to public and private clients across the United States for more than 50 years.

Globally, Atkins is the largest UK-based engineering and design consultancy and one of the world's largest design firms with nearly 18,000 employees worldwide. We have the depth and breadth of expertise to respond to the most technically challenging and time-critical infrastructure projects and the urgent transition to a low-carbon economy.


Atkins seeks an energetic and highly motivated self-starter to join our San Diego, CA office as an Office Coordinator/Receptionist.


MAJOR FUNCTION/ROLE

Provides senior-level administrative support to an office, as well as receptionist support.


JOB DUTIES

Prepares and/or distributes special, recurrent or one-time documents, reports, analyses as requested.

Completes data entry and word processing as requested.

May assist in the preparation of proposals, contracts and presentations.

Support large outgoing mailings and distributions (paper and/or electronic).

Make travel and meeting arrangements; assist in maintaining agendas, schedules and itineraries; and/or prepare expense reports.

Maintain file systems, and/or file documents and correspondence. May coordinate archiving of files and other materials, making necessary arrangements for pickup and preparing items according to storage company's requirements.

Maintain log for conference room reservations, and assist with setting up rooms for meetings, luncheons, or presentations.

May be called upon to organize and coordinate employee welfare or marketing-related activities such as luncheons, exhibits, receptions, charity drives and/or other company functions.

Serve as primary office receptionist, greeting visitors and answering incoming calls and directing further as needed and places call in voicemail or takes manual messages when necessary. Maintains and distributes updated list of office telephone extensions.

Serves as primary contract and coordinator for office visitors (internal or externals to the company) and assigning visitor passes if required by office.

Arrange for courier services when requested, and/or distribute incoming and outgoing mail and package delivery.

Coordinates computer set-up for trainings, Webinars, etc. providing support for travel planning and local arrangements, as well as any necessary temporary office, equipment, and supplies set-ups.

Facilitates information flow through the office, providing two-way information flow between office leader and staff. Acts as resource for office staff on policies and procedures.

Coordinate and maintain inventory on supplies for office such as for mailing, copier, medicine trays, and coffee stations, including maintaining necessary supplies in stock and well organized in supply rooms, copy rooms, conference rooms, and coffee stations; determining supplies needed and routing for approval; placing orders after approval is received; receiving and distributing supplies.

Coordinates as necessary with EAC and oversees related office-level activities.

May do troubleshooting of building equipment problems and place calls for maintenance and repair.

Coordinates and works with IT to resolve any issues with the phone and/or messaging systems.

Provides other general office support as needed, such as sending faxes, running errands and making deliveries outside office building.

Performs such other duties as the Supervisor may from time to time deem necessary.


EDUCATION AND EXPERIENCE

High school diploma (or equivalent) plus eight years related experience OR an Associates Degree in a related administrative field plus six years related experience is required.


SPECIAL SKILLS

Solid communication, interpersonal and organizational skills. Excellent grammar and proofreading skills. Minimum word processing speed of 65 wpm. Proficient in Microsoft Office (Word, Excel, Outlook and Power Point).


ADDITIONAL REQUIREMENTS

Job requires ability to process paper/electronic documents and operate computer keyboard. Ability to retrieve and file folders. Ability to communicate effectively, both verbally and in written form.

Must be able to lift up to 30lbs.

Local travel may be required. If position requires driving company vehicle, incumbent must have valid driver's license and a driving record that meets company policy. If travel is required and no company vehicle is available, the use of a personal vehicle may be required. The incumbent must have a valid driver's license and a driving record that meets company policy. The vehicle must be in good working order and insured. Mileage reimbursement allowance will be available.


Atkins offers its employees a robust rewards package which includes: a competitive salary; a broad benefits package including medical/RX, dental, vision, life, disability, legal, hospitalization and other valuable voluntary options; generous time-off programs; flexible work schedules; 401(k) with employer match; professional and career development opportunities through our corporate university, as well as a highly-regarded tuition reimbursement program; and an unmatched culture focused on client-service, quality, and tireless pursuit of excellence in all we do. Atkins is an equal opportunity, drug-free employer committed to diversity in the workplace. EOE/Minorities/Females/Vet/Disability.

Please view Atkins Equal Opportunity Statement here:
http://careers.atkinsglobal.com/File.ashx?path=Root/Documents/north-america-welcome-new-employee/Equal_Opp_Stmt.pdf

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