Administrative Assistant
Description

Job Title: Administrative Assistant
Supervisor: Director of Operations
FLSA: Non-Exempt 

Job Type: In-person Monday through Friday (full-time)


Summary

Under the supervision of the Director of Operations, the Administrative Assistant provides exceptional guest service experience to our guests and visitors, maintains kitchen and laundry, supports catering and events and other standard office administrative tasks. Will work closely with Administrative Assistant in Oakland and SERA Facilities Manager. 


Why SERA?
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

Clerical 

  1. Welcome guests, check-in using up-to-date office policies and procedures 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. Receive and sort mail and notify staff of deliveries. 
  5. Arrange couriers and process and ship parcels for staff (this may include bulky items).
  6. Maintain reception resources and manage inventory, including packaging materials.
  7. Manage the reception and admin Outlook email inbox, routing email inquiries to the correct recipient. 
  8. Other duties as assigned.

Office Services 

  1. Oversee kitchen cleanliness including loading and unloading industrial dishwasher multiple times a day.
  2. Maintain SERA office laundry (napkins, towels).
  3. Assist with the procuring and/or stocking of kitchen and catering supplies and orders.
  4. Other duties as assigned. 

Catering and Events 

  1. Maintain Catering Calendar, Preferred Vendor List, and Dietary Restrictions List.
  2. Adhering to Safety Policy, Sustainability Guidelines, and SERA Catering Policy.
  3. Order and/ or set up catered meals and communicate with admin team when additional support is needed.
  4. Interface and liaise between host and operational departments for SERA hosted events. 
  5. Inform building owners of events and coordinate security, elevator lockout and lobby coverage.
  6. Other duties as assigned. 
Requirements

Education, Experience, and other Qualifications

  • High School Diploma required. Associate or bachelor’s degree preferred.
  • Experience coordinating multiple calendars, schedules, and meetings.
  • Demonstrated proficiency in MS Office Suite.
  • Valid driver’s license with a good driving record preferred.


Knowledge, Skills, and Abilities

  • Strong time-management and prioritization skills.
  • Ability to perform a high degree of physical activity several hours every day including walking and lifting.
  • Professional demeanor in person, over the phone and in written communication.
  • 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 with a SERA firm sense of responsibility.
  • The ability to lift up to 25 pounds.

SERA Architects Inc. is an Equal Opportunity Employer.

Salary Description
$23 / hour