Admin-Receptionist

Job description
Job Summary
The Administrative Assistant is responsible for handling project documentation and correspondence in support of one or more managers. S/he provides support to managers, other employees, and office visitors by handling a variety of tasks to ensure that all interactions between the organization and others are positive and productive.

Responsibilities:
Read and analyze incoming memos, letters, and reports to determine their significance and distribute them appropriately.
Create and maintain project information in the project management system; create subcontracts, purchase orders, change orders, and their respective attachments as well as generate transmittals per the Project Manager's request for plans and specifications and pay requests.
Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout a project, fax or email correspondence to the field or other locations as needed.
Coordinate invoice routing and monitor payments to subcontractors and vendors.
Enter and maintain client and prospect data in an automated system.
Generate and edit contract-based documents through contract negotiations to produce final AIA owner contract documents. Produce owner AIA change orders as required.
Answer and direct phone calls or take messages for appropriate parties.
Verify insurance certificates and follow up to ensure proper coverage is in place.
Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, committees, and other meetings.
Preparing plans and specifications for pickup/shipment.
Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting and distributing correspondence, and maintaining database records.
Handling office tasks, such as filing, generating reports and presentations, setting up meetings, and reordering supplies.
Administrative Assistant Requirements:

Graduate of Mass Communication, Psychology Business Administration, or equivalent.
1-2 years of experience providing administrative support preferably in the A/E/C industry
Knowledge of administrative and clerical procedures, generating reports, transcribing minutes from meetings, creating presentations, conducting research, and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
Making travel arrangements, such as booking flights, and cars, and making hotel and restaurant reservations.
Greet and assist visitors, and professional communication via phone, e-mail, and mail.
Attention to detail.
Customer-centric attitude.
Multilingualism may be preferred or required.
S/he can communicate with Chinese clients (Mandarin/Fukien) is an advantage.
Desire to be proactive and create a positive experience for others.
Providing real-time scheduling support by booking appointments and preventing conflicts.
Anticipate the needs of others to ensure their seamless and positive experience.
Job Types: Full-time, Permanent, Fresh graduate