Job Description

Title: Administrative Assistant

Reporting to: Office Director

Salary Range: $26.44 - $33.90 per hour

of Role

The Administrative role provides general office support with a variety of clerical and marketing activities and related tasks. The position will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties. The Administrative / Marketing Assistant should have the ability to identify opportunities within a project that will add value and help successfully accomplish the client’s desired project outcome.

Truth. Trust. Together. Tomorrow.

At RLB, we speak the truth, build for the long term, look out for each other and work to do good.We are driven by outcomes, creating tailored solutions that deliver successful projects. We believe that when we bring together the right people doing things the right way, we make progress for our clients and our communities.

RLB is an award-winning international firm, known for providing property and construction consultancy advice at all stages of the construction cycle. Utilizing its many years of experience and professionally trained employees, RLB continues to firmly establish itself as one of the major players in the construction industry throughout the Americas, Africa, Asia, Europe, Middle East, and Oceania. Our employees are involved in a variety of projects across a range of sectors, from sports arenas and healthcare to higher education and convention centers.

As a privately held company, we hire the best people, give them exceptional training, and provide extensive opportunities for professional growth while working on exciting projects while providing an excellent compensation and benefits package.

Essential Functions

• Preparation of written responses or replies by phone, correspondence, or e-mail when necessary.
• Enter opportunities into CRM
• Marketing support
• Filing contracts & POs
• Invoicing for Projects
• Process expense reports
• Schedules and organizes office activities such as meetings, travel, conferences, and department activities.
• Answers telephones.
• Establishes, develops, maintains and updates filing system. Retrieves information from files when needed.
• Retrieves, sorts, and distributes mail for office
• General office duties (photocopying, binding, faxing, etc.) when requested.
• Tracks and orders office supplies.
• May help with billings.
• Contributes to team effort by accomplishing related results as needed.
• Preparation of correspondence, confidential memos, meeting minutes and reports, as requested
• Maintain President ’s calendar and contacts
• Arrange conference calls
• Generate expense reports and client billings
• File creation and maintenance
• Make travel arrangements, when requested
• Meeting/Event planning for North American Board of Directors (and occasional international meeting planning)
• Photocopying, binding, faxing, etc. as needed
• Opening and sorting mail
• Preparing documents from dictation/ transcription
• Maintain client database and files
• Composing and editing PowerPoint presentations
• Creating / maintaining Excel spreadsheets
• Contributes to team performance by collaboration and effective communication.
• Contributes to and understands the clients desired project outcomes, identifies opportunities to add value to accomplish the desired outcomes.
• Adds to team effort by accomplishing other duties as assigned.

The ideal candidate will demonstrate a positive proactive approach to the role, and will be committed to delivering customer service excellence, with good commercial results.

• Minimum Education (or substitute experience) required: AA Degree
• Minimum Experience required: 5+ years of previous office experience. Marketing experience, design software skills, and knowledge of the A/E/C industry is preferred.
• Skills Required: Excellent communication, writing, and interpersonal skills necessary, with the ability to effectively consult and negotiate across all levels of an organization; intermediate knowledge of Microsoft Office and general clerical abilities required; intermediate typing skills (55+ wpm). Must be able to maintain confidentiality and show initiative. Experience in Unanet AE/CRM preferred

Physical Requirements and Working Conditions:

• Indoor office environment. May require work on site location when necessary.
• Equipment used includes computers and standard office machines.
• Essential physical tasks include: the ability to work on a computer and the ability to answer and speak on a telephone.

RLB is an Equal Opportunity Employer. This company does not and will not discriminate in employment and personnel practices based on race, sex, age, handicap, religion, national origin or any other basis prohibited by applicable law. Hiring, transferring and promotion practices are performed without regard to the above listed items.