Job Description

Who We Are

Jaros, Baum & Bolles (JB&B) is a MEP engineering firm headquartered in New York City with additional offices in Boston and Philadelphia. For over 100 years, JB&B has leveraged cutting-edge technologies with sound engineering practices to create building designs that have transfigured the skyline, reimagined healthcare, and brought us closer to a sustainable, low-carbon future.

We foster a collaborative, high-performing culture in which our employees share the common goal of creating a progressive, inclusive and fun work environment. JB&B values the voices and opinions of our employees. We are a team. We are a community.

About the Role

We are seeking an Office Assistant for our growing office in Philadelphia, Pennsylvania. The Office Assistant will be responsible for helping with the organization and administration of the daily operations of our Philadelphia office. This position will handle incoming phone calls and other communications, greet clients and visitors, as well as data entry and other general office administrative duties and errands. The Office Assistant is expected to proactively coordinate, communicate, and problem solve throughout all day-to-day operations.

This position is required to work at our Philadelphia office location 5 days a week.

Key Responsibilities  

• Serve as back up receptionist, answering and directing incoming calls as needed.
• Manage the conference room calendar and handle scheduling conflicts with diplomacy.
• Monitor office supply inventory and reorder as necessary.
• Support new hire onboarding, including preparing workstations, welcoming new hires/interns, and providing office tours.
• Establish and maintain relationships with vendors, building management, and service providers.
• Address office-related issues and serve as the main point of contact for office-related requests and inquiries.
• Ensure compliance with safety and security procedures and policies.
• Oversee the office floor plan and coordinate workstation/office moves with the Office Manager.
• Administer the business development external event scheduling, working closely with the Marketing department to manage the full event lifecycle.
• Coordinate logistics for internal company events, meetings, and catered lunches; occasional evening event coverage may be required with prior notice.

Minimum Qualifications

• Minimum of 2+ years of administrative or executive support experience.
• High school diploma or GED required; bachelor’s degree preferred.
• Experience in event planning.
• Strong self-starter with the ability to work independently and proactively.
• Ability to collaborate in a team environment while also working independently with minimal supervision.
• Excellent communication skills with a professional demeanor, capable of interacting with all levels of the organization and clients.
• Ability to exercise good judgment when handling confidential information.
• Strong attention to detail and organizational skills.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Ability to work on-site, Monday through Friday.

What We Offer
Our employees are our greatest strength. We invest in our people and support their needs.

• Comprehensive benefits package including 401k employer match.
• Paid time off (PTO), paid parental leave and inclusive holidays.
• Training and professional development courses through JB&B University.
• Multiple employee resource groups.
• Volunteer program.

Estimated compensation range: $25/hr-$32/hr (This is a non-exempt role, overtime eligible)

Jaros, Baum & Bolles is an equal-opportunity employer. All qualified candidates will receive consideration for employment without regard to race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, marital status, military veteran status, unemployment status, or any other status protected by law.  

Job Tags

Full time, Work at office, Afternoon shift, Monday to Friday,

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