H2M architects + engineers, a multi-disciplined team of design professionals with seven office locations located in NY, NJ and CT seeks an entry level college graduate/administrative team member to support our MEP team in our Melville (Long Island) office. Under the direct supervision of the MEP Discipline Director, this position provides overall administrative, project and clerical support to the Mechanical, Electrical and Plumbing teams.

Job Responsibilities:

Performs admin support to the MEP staff with project related tasks as needed (i.e., formatting and editing of correspondence, memos, proposal preparation, meeting minutes, project submissions, reports, projects, spreadsheets, newsletters / brochures, monthly invoices, transmittals, presentations, bid tabs, adhering to company standards on specifications etc.)
Performs designated administrative tasks (i.e., setup meetings: arranging time, organizing meeting room, and setting up/clean-up of supplies if needed), copying, scanning, filing, archiving, faxing, billing, distribution of project blue sheets, etc.
Provides excellent customer service as a front desk attendant and receptionist (answer telephones for office personnel as requested, as well as screen and direct contractor and client calls or taking clear and concise messages to ensure clients are serviced in the most efficient and professional manner).
Assists in the coordination of office guests. Knows the whereabouts of department staff enforcing sign out/in procedure, as well as out-of-office assistant and other office etiquette requirements.
Responsible for daily distribution of mail, as well as photocopying and preparing daily correspondence for afternoon mail (regular, Express Mail, Federal Express, UPS).
Responsible for coordinating with office vendors and managing office supplies, kitchen supplies, copiers, plotters, office equipment. Interfaces with home office departments and outside vendors for support services (HR, IT, Accounting, Marketing, Building Management, Maintenance, Suppliers).
Serves as a mentor to new hires and junior staff on company standards, templates, policies, and procedures; introduces staff to team members and answer any questions; ensures that new hires have appropriate desk setup.
Trains the office staff on company standards and ensures that standards are being followed by members of the team
Provides Front Desk phone support for the office and adheres to Front Desk operation standards.
Serves as a company resource on MS Office Suite, and provides guidance to staff as needed.
Performs other like duties as assigned.