Job Overview
Employment Type
Full-time
Work Schedule
Standard Hours
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Career development programs
employee ownership
Flexible work environment
Job Description
EXP is a leading global engineering, architecture, design, and consulting firm dedicated to delivering innovative solutions for the world's built and natural environments. With a rich heritage tracing back to 1906, EXP has grown into a diverse community of engineers, architects, designers, scientists, and other professionals working together to solve some of the most complex challenges facing society today. The company's employee-owned structure fosters an entrepreneurial spirit and a culture that values diversity, sustainability, and shared ambition among its employees, clients, and the communities it serves. EXP's commitment to providing a meaningful and supportive work environment is evident in its emphasis on career growth, creativity, and rewarding excellence. Being a part of EXP means joining a global network of professionals who believe in contributing to something larger than themselves and designing a better future through innovative solutions.
The Administrative Assistant/Receptionist role at EXP's Coral Gables office offers an exciting opportunity to be a part of a dynamic and collaborative team. This in-office position involves a blend of administrative, clerical, and reception duties essential for the smooth operation of the office. The ideal candidate will be responsible for greeting guests, handling telephone calls professionally, managing mail and courier shipments, ordering and stocking office supplies, and supporting health and safety training coordination. Additionally, this role provides critical support to project managers by assisting with procurement of WSIB and insurance certificates and helping other administrative staff as needed. The role also includes office opening and closing duties, meeting room setup and cleanup, and various document handling tasks such as data entry, filing, emailing, and document preparation including reports and technical specifications. Familiarity with construction documents and shop drawing submittals is considered a plus.
This position requires a candidate with a minimum of 7 years of relevant administrative experience, proficient skills in Microsoft Office applications such as Outlook, Word, and Excel, and excellent communication abilities. The successful candidate should be able to work independently with minimal supervision, manage multiple priorities efficiently, and possess strong time management, attention to detail, and problem-solving skills. Understanding the design and construction industry is highly valued, aligning with EXP's mission to innovate and deliver exceptional services to their clients. By joining EXP, you not only contribute to a legacy of engineering excellence but also enjoy a vibrant work environment that encourages professional development and innovation. This position is vital in maintaining the high standards of client service and operational efficiency that EXP is known for, making it a rewarding career choice for an experienced administrative professional ready to support a world-class team.
The Administrative Assistant/Receptionist role at EXP's Coral Gables office offers an exciting opportunity to be a part of a dynamic and collaborative team. This in-office position involves a blend of administrative, clerical, and reception duties essential for the smooth operation of the office. The ideal candidate will be responsible for greeting guests, handling telephone calls professionally, managing mail and courier shipments, ordering and stocking office supplies, and supporting health and safety training coordination. Additionally, this role provides critical support to project managers by assisting with procurement of WSIB and insurance certificates and helping other administrative staff as needed. The role also includes office opening and closing duties, meeting room setup and cleanup, and various document handling tasks such as data entry, filing, emailing, and document preparation including reports and technical specifications. Familiarity with construction documents and shop drawing submittals is considered a plus.
This position requires a candidate with a minimum of 7 years of relevant administrative experience, proficient skills in Microsoft Office applications such as Outlook, Word, and Excel, and excellent communication abilities. The successful candidate should be able to work independently with minimal supervision, manage multiple priorities efficiently, and possess strong time management, attention to detail, and problem-solving skills. Understanding the design and construction industry is highly valued, aligning with EXP's mission to innovate and deliver exceptional services to their clients. By joining EXP, you not only contribute to a legacy of engineering excellence but also enjoy a vibrant work environment that encourages professional development and innovation. This position is vital in maintaining the high standards of client service and operational efficiency that EXP is known for, making it a rewarding career choice for an experienced administrative professional ready to support a world-class team.
Job Requirements
- 7+ years of relevant administrative experience
- proficiency in Microsoft Office Outlook Word and Excel
- excellent written and verbal communication skills
- ability to work independently and collaboratively with diverse teams
- understanding of design and construction industry
- strong time management skills
- attention to detail and problem solving abilities
Job Qualifications
- 7+ years of relevant administrative experience
- proficient in Microsoft Office Outlook Word and Excel
- excellent written and verbal communications skills
- ability to work well independently and with a variety of levels of individuals both inside and outside the firm
- possess an understanding of and working knowledge of the design and construction industry
- strong time management skills and ability to handle multiple established priorities
- attention to detail and problem solving skills
Job Duties
- answer direct telephone calls in a professional manner
- greet guests and maintain the cleanliness of the front entrance
- order stock and maintain kitchen copy room and printer supplies
- manage incoming outgoing regular mail and courier shipments and receipts
- coordinate and arrange health and safety training for staff and maintain training certificates data base
- assist project managers in procurement of WSIB and insurance certificates for projects
- assist other admins as required
- open close the office set up shut down reception area
- meeting room preparation including room set up and reset catering and clean up prior to and following meetings
- perform other administrative duties such as data entry copying emailing documents both internally and to clients filing document retrieval scheduling and coordination of meeting rooms information gathering word processing document binding document scanning
- prepare various written project materials including business communications reports and technical specifications
- assist with overflow from other coordinators
Job Criteria
Experience
Expert Level (7+ years)
Job Location
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