Administrative Assistant – Support a Dynamic Team!

Säzän Group is an MEP Engineering Consulting Firm with an office in Downtown Seattle.

This role is the first impression of Säzän Group! As such, the Administrative Assistant will communicate professionalism, warmth, and direction to all callers, visitors, and staff. This role will perform general clerical duties in accordance with company procedures and will assist in routine administrative duties and project support.

The administrative assistant should anticipate what is needed before it is needed and should be prepared to respond to whatever is happening in the office on any given day. While routines and structure are integral to this position, the Administrative Assistant must be flexible, adaptable, and able to move between multiple tasks and priorities, all while maintaining a calm demeanor. Punctuality, attention to detail, time management and sound judgment are all expectations of the administrative assistant.

Required Responsibilities

Administrative

· Receive and direct incoming calls to the requested or appropriate party.

· Receive and direct visitors, clients, and applicants to an appropriate party.

· Open and close both the 14th and 16th floor lobbies, kitchens, and front desk for business.

· Maintain all conference rooms for meetings and manage conference room schedules.

· Perform general clerical duties such as typing, filing, and database updates as needed.

· Prepare outgoing deliveries through UPS, couriers, USPS, and/or FedEx as required.

· Receive, log-in, and route incoming mail and package deliveries as needed.

· Organize/facilitate Lunch and Learn events (schedule, coordinate invitations, provide headcounts to vendors, assist with setup, and clean up after).

· Coordinate hospitality arrangements for meetings, training sessions, and other activities as needed.

· Maintain company vehicle sign-out, equipment, camera check-out log, permits, and parking passes.

· Download camera photos to appropriate project folders and recharge camera batteries.

· Maintain cleanliness and restock/reorder supplies for work rooms, conference rooms, kitchen, and lobby.

· Prepare correspondence (letters, memos, transmittals) using company document templates.

· Send and receive faxes.

· Copy and scan documents as requested.

· Label and file project documents, codes, and catalogs.

· Maintain good working order of all printers and office machines, including scheduling service visits and periodic maintenance.

· Maintain office vacation calendar in MS Outlook.

· Support employee onboarding and departure tasks as needed by updating phone lists, seating charts, and voice message greetings.

· Support the Office Manager as requested.

Project Assistance

· Support engineers, designers, and marketing staff on a variety of tasks, as requested.

· Download project photos for engineers.

· Edit, type, and/or format project specifications

· Drive in downtown Seattle to conduct errands.

· Maintain document filing and tracking.

· Archive drawings and documents, and update lists.

· Print, collate, wire-bind, and create tabs for promotional marketing materials.

Qualifications

Education and Experience

· High School Diploma Required, Associate’s Degree preferred.

· Administrative experience, with one or more years in a front desk reception environment.

· Demonstration of excellent verbal and written organizational and communication skills.

· Computer proficiency, with experience in Word, Excel, and Outlook.

· Technological proficiency, with experience operating a multiline switchboard, printers, and copy machines.

Necessary Abilities

Under limited supervision, work independently on a variety of projects as assigned, while maintaining excellent reception and a professional composure with callers, visitors, and staff. Perform routine office and project support administrative assignments, requested by a variety of individuals. Utilize skills in multitasking and technical competence to complete duties on time. Should be able to perform basic upkeep activities (sweeping, loading dishwashers, restocking drinks, etc.) and lift up to 50 pounds on occasion.

Job duties listed are not intended to encompass full scope of position. Employee will be expected to perform other job-related duties as required. Company reserves the right to add to or revise an employee’s position scope at any time.

Sazan Group is an Equal Employment Opportunity and employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. Sazan Group participates in E-Verify. VEVRAA Federal Contractor.

Job Types: Full-time, Temporary

Pay: $29.00 - $34.00 per hour

Expected hours: 40 per week

Schedule:

Experience:

Ability to Commute:

Work Location: In person