Department: Administration

Supervisor: Lead Administrative Assistant 

FLSA: Non-Exempt


Under supervision of the Lead Administrative Assistant, this employee provides an exceptional guest service experience to our guests and visitors and may also assist with and provide clerical and operational support for SERA staff.


SERA is a firm of learners, eager to advance the resilient and equitable outcomes we want to see for our communities and the planet. Our 100% employee-owned firm promotes a collaborative environment where every staff member’s unique strengths and contributions are valued. Sustainability, urbanism, and community-building are intrinsic to the ways we think and work. We’re not afraid of the gnarly problems that come with this territory; in fact, some of our favorite workdays wrap up around the kegerator passionately hashing out the next, better idea. 

Duties and Responsibilities  

  1. Welcome guests, check-in using up-to-date office policies and procedures (re: COVID) and announce visitors to appropriate personnel.
  2. Act as the face of SERA, providing friendly and effective customer services to clients and staff.
  3. Answer incoming telephone calls and forward calls to appropriate personnel or department using a software based central phone system (VOIP).
  4. At times, may provide short office tours to visitors and show them to their meeting space. Provide assistance and light refreshments to visitors as needed. 
  5. Receive and sort mail and notify staff of deliveries. 
  6. Arrange couriers and process and ship parcels for staff (this may include bulky items).
  7. Maintain reception resources and manage inventory, including packaging materials.
  8. Manage the reception Outlook email inbox, routing email inquiries to the correct recipient. 
  9. Manage conference room schedules, assist staff with scheduling as needed.
  10. May assist with projects that would not distract from a customer service focus.
  11. Lead new hire tours of the reception area.
  12. Champion for SERA’s commute data and data entry for Carbon Tracking program. 
  13. Other duties as assigned.

Education + Experience

  • High School Diploma required.
  • Preferred proficiency in MS Office Suite.
  • Established proficiency with multi-line phone systems; experience with shipping and receiving preferred.
  • Valid driver’s license and a good driving record preferred.

What you'll bring

  • Strong time-management and prioritization skills.
  • Professional demeanor in person and over the phone.
  • Ability to work independently on assigned tasks as well as to accept direction on given assignments.
  • Ability to multi-task and meet deadlines under pressure.
  • Ability to work collectively with the administrative team associates.
  • Ability to interact effectively with people from diverse cultural and educational backgrounds.
  • Flexible – can do attitude.
  • Reliability and a firm sense of responsibility.  
  • Ability to perform a high degree of physical activity several hours every day including walking, lifting, etc. 
  • The ability to lift up to 25 pounds.
  • Availability to work early morning shifts preferred. 

COVID-19 considerations: Proof of COVID-19 Vaccine (required) 

SERA Architects Inc. is an Equal Opportunity Employer.