Position Summary:
To manage a multi-line phone system, greet and direct guests, visitors and clients. This individual is the initial contact person at OZ and should represent the professional nature of the office. General administrative support is provided to staff as requested and includes tasks that can be done while at the reception desk.
Essential Duties and Responsibilities:
- Professionally and hospitably greets and welcomes guests, clients and staff to our office space.
- Build strong relationships with colleagues and frequent visitors, knowing names if possible.
- Manage incoming phone calls on multi-line phone system including screening and transferring calls appropriately.
- Comfortable and confident with overhead paging.
- Checks Outlook conference room schedule and resource check-out items daily and resolves conflicts.
- Schedules product Lunch & Learn presentations for outside vendors.
- Navigates OZ Intranet efficiently.
- Basic understanding of Deltek Vantagepoint for entering and searching for basic project data.
- Coordinates couriers and FedEx/UPS services. Assists with postage and mail as needed. Accepts incoming deliveries, notifies recipients and stores items near the supply room.
- Orders and organizes lunches for meetings.
- Coordinates conference room meeting set-up, breakdown and clean up.
- In accordance with mail procedure receives, sorts and files mail in employee mail folders daily
- Maintains the reception area, galley, lobby, supply/mail center, postage machine, and surrounding conference rooms by keeping areas clean, stocked and organized.
- Has received training on OZ templates and creates transmittals as needed for outgoing documents and drawings.
- Schedules for rental cars.
- Provides word processing, data entry and general project support.
- Maintains lunch menus of local restaurants.
- Records greetings and out of office messages in phone system and re-boots phone system as necessary.
- Follows assigned tasks on the Admin Task list and other duties that may be assigned.
- Orders and organizes lunches for various meetings.
- Maintains front lobby plants.
- Coordinates office cleaning contract, crew and cleaning supplies with oversite as needed.
- Coordinates the order of office beverages and food as needed
- Maintains inventory and procurement of office supplies
- Maintains kitchen and common area cleanliness, including but not limited to, running dishwashers, wiping down counters, etc.
- General office clean up, such as collecting dirty cups/mugs, restocking cups/mugs, cleaning up lunches, loading and unloading dishwashers, adding water to conference room jugs, opening/closing coffee machines and ice machine, and other necessary tasks to keep the office presentable.
- Knows how to use the expresso/barista machine – can help staff and clients as needed.
- Updates seating chart as needed & add new hires/terminations to seating chart.
- Distribute/Re-Issue RTD Eco-passes, parking information and communicates with IT on new hire needs.
- Check the OZ General e-mail box daily and distribute to Departments Directors/Managers or Principals as needed
- Posts internal OZ social events and news on KEV (internal intranet communications)
- Maintains OZ activities calendar on KEV and teams/outlook to keep staff informed of events (Lunch and Learns, social activities, vendor presentations, PUG meetings, neighborhood events that affect the office, etc…)
- Helps with project archiving and file searches upon request
- Organizes the staff and client holiday gift list and mailing labels.
- Other duties may be assigned.
Physical and Mental Demands, Work Environment:
- Frequent sitting, occasional lifting of up to 25 lbs, filing, and organizing.
- Phones, copiers, filing cabinets, and scheduling software usage
- Office or front desk setting (in-office)
Here at OZ, we have cultivated a culture of fearless creators that are constantly seeking ways to push the boundaries of exceptional design. Community stewardship is a cornerstone of our company values, and we are committed to several community service programs through OZ Gives. We offer a variety of health and wellness resources and activities, as well as regular employee events, to build rapport and socialize with each other outside of our important project work.
Our collaborative approach is enhanced by our in-office presence and provides hands-on mentorship and team building. One of the perks of working in the office is seeing all the friendly pups who accompany their humans - we are a dog-friendly environment. Our competitive, benefits package includes for medical, dental, wellness, and vision plans to allow our employees to choose what's best for them and their families. in addition, OZ offers LTD, Life Insurance, 401K, and PTO. Pay Range: $21/hr. - $23/hr., depending on knowledge, skills, and experience.
Please upload your resume in order for your application to be complete.
