Office Assistant at IFG

IFG is a diverse, multi-disciplinary engineering, procurement and construction firm providing complete facility services from concept and site selection to startup. Our in-house design team provides full design services from preliminary design to full construction documents and services during construction. 

The Office Assistant is responsible for overall office activities, including the reception area.  The successful candidate will be a self-starter who is willing to learn new skills and strives to delivery exceptional support.    

Primary Responsibilities

• Provide administrative support to all team members.
• Maintain Outlook calendars by scheduling and organizing meetings such as preparing agendas, and taking minutes and distributing when necessary.
• Clerical duties such as proofreading and typing documents and correspondence, assisting with report preparation, filing, operating office equipment, and managing company templates.
• Greets visitors, answers phone, directs calls to proper individuals, prepares messages, sorts, and delivers incoming mail, and processes outgoing mail.
• Manage the maintenance of office equipment and housekeeping of office facilities, and office supplies.
• Schedule appointments and meetings, make travel arrangements as necessary.
• Participates as needed in special projects such as retrieving information, researching as requested, and preparation of written summaries when needed.
• Event planning and coordination.
• Marketing tasks, including social media management and content creation, website maintenance, and print materials.
• Vendor Liaison.

Qualifications

• High school diploma or equivalent, associate’s degree preferred
• 3-5 years related experience in an administrative role with strong problem-solving and communication skills, as well as attention to detail.
• Excellent organization and time management skills.
• Proficient with MS Office and experience with website maintenance.
• An attitude and commitment to being an active participant of our small-firm culture is a must, along with a tolerance for ambiguity.

Work Environment

This position operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

Physical Demands

While performing the duties of this job, the employee must regularly sit, talk, and hear.  The employee must occasionally reach with hands and arms.  The employee must be able to lift up to 15 pounds at times.  Prolonged periods sitting at a desk and working on a computer.

Position Type and Expected Hours of Work

This is a full-time position.  Days and hours of work are Monday through Friday from 8:00 am to 5:00 pm.  Some flexibility in hours may be allowed as workload permits

Travel

Occasional local travel during business hours can be expected.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities and activities may change at any time with or without notice.