Job Description
Who We Are
For over two decades, The Falcon Group’s mission has been to understand our client’s variety of needs, while keeping to their anticipated budget and exceeding their desired results. The Falcon Group’s services include Architectural Services and Civil, Structural, Construction & MEP Engineering Services, and much more.
The Team At The Falcon Group, our mission is to deliver exceptional service across a broad range of industries, including multifamily, industrial, commercial, retail, hospitality, healthcare, and forensic/litigation support. Built on decades of experience, we provide a full spectrum of services, from architectural design to civil, structural, mechanical, electrical, and plumbing engineering, as well as construction administration and forensic assessments. This integrated approach allows us to deliver comprehensive, cost-conscious solutions to our clients’ most complex challenges. With a growing presence in key markets and multiple regional offices, we’re expanding rapidly and always looking for talented professionals to join our team. Guided by collaboration, innovation, and integrity, The Falcon Group provides the environment and support to help you thrive personally and professionally.
The Role Job Summary The
Administrative Assistant /Office Manager plays a key role in supporting both project execution and office operations. This position is responsible for preparing and distributing client-facing documents such as proposals, specifications, and reports, while ensuring the smooth and efficient day-to-day functioning of the office. The ideal candidate is detail-oriented, highly organized, and capable of managing multiple administrative and operational tasks.
Responsibilities and Duties: Essential Functions for Project Administration - Proofreads, formats, and edits letters, reports, and all other correspondence from draft stage to client-ready work.
- Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
- Meets and greets visitors as needed and when appropriate, shows them to the conference room, etc. Responsible for timely distribution of proposals, documents or reports being mailed, faxed, e-mailed or overnighted.
- Coordinates communication and/or tasks between various departments to ensure all deliverables are delivered in a timely manner.
- Distributes packages; prepares overnight packages. Occasionally delivers to Post-Office / Fed-Ex, etc.
- Works with Executives on receivables and client project maintenance for billing and account accuracy.
- Participates in administrative staff meetings. Performs other related duties as assigned.
Essential Functions for Office Management - Maintains the office condition and arranges necessary repairs.
- Partners with the C.O.O. and HR to update and maintain office policies as necessary.
- Orders supplies, and tracks inventory to ensure items are readily in stock when needed.
- Accomplishes special project results by communicating and coordinating requirements; evaluating options, evaluating milestones, and meeting deadlines.
- Assists with the day-to-day operations of the office.
- Assists in the onboarding process for new hires.
- Manages contract and price negotiations with office vendors.
- Keeps office equipment operating by following operating instructions.
- Assists with new office setups, establishing utilities, equipment and services.
- Maintains vendor relationships by responding to requests, providing information and resolving problems.
- Performs other related duties as assigned.
Please be aware that this job description does not encompass an exhaustive list of activities, duties, or responsibilities expected of the employee. The nature of the role may necessitate changes in duties, responsibilities, and activities, which can occur at any time, with or without prior notice. SUPERVISORY RESPONSIBILITIES: - This position has no supervisory responsibilities.
Qualifications Education - Bachelor’s degree from an accredited four-year college or university in business management or related field.
Work Experience - One to two years of experience, and/ or training, or equivalent combination of education and experience.
Licenses and Certifications - Valid United States Driver’s License required, as this position may require travel to the post office and/or FedEx.
Skills - Proficiency with MS Office (Word, Excel, Outlook).
- Excellent written and verbal communication skills.
- Excellent spelling, grammar and proof-reading skills.
- Presents in a professional manner at all times.
- Self-starter with strong multi-tasking and follow-up skills.
- Ability to prioritize.
- Good time management skills and proactive approach.
- Strong attention to detail while maintaining consistent workflow and meeting deadlines.
- Ability to work independently as well as part of a team.
- Excellent customer service skills to represent the organization with clients, affiliates and outside agencies and to efficiently obtain needed information.
- Ability to work overtime if needed.
Estimated annual pay for this position is $50,000 to $65,000. This position is eligible for overtime per FLSA requirements. This annual pay listed is an estimate and not guaranteed. The annual pay offered will vary based on experience, education, skills, abilities, and certifications/license
PHYSICAL DEMANDS: Work Environment - Ability to work in office environment and use computer for extended periods.
Mobility - Extended periods of sitting and working on the computer.
Flexibility in Scheduling - Ability to adjust lunch hours based on project-specific demands, which might include working through regular lunch times.
EMPLOYEE BENEFITS
We offer competitive salaries, professional work environments and a comprehensive benefits package. Benefits include Group Medical, Dental and Vision, 401k with employer match, Supplemental Life Insurance, AD&D, Legal Plan, Pet Insurance, Critical Illness, Hospital Indemnity and Accident Plans, Paid Holidays, Vacation, Sick time, Cell Phone Reimbursement and Continuing Education
Equal Opportunity Employer/ Veterans/ Disabled
Job Tags
Full time, Contract work, Work experience placement, Work at office, Night shift,