Job Description

Urban is currently seeking an experienced Receptionist & Administrative Assistant for our Annandale, VA – Headquarters Office.

Urban Ltd. provides full-service civil engineering, transportation engineering, land planning, landscape architecture, and surveying services to private and public sector clients throughout the Washington, DC metropolitan area.

We are seeking a highly organized and detail-oriented Receptionist & Administrative Assistant to provide outstanding administrative support and ensure a welcoming environment for our staff and, most especially Urban’s clients. The successful candidate will be responsible for managing front desk operations, handling administrative tasks including billing-related projects requested by Urban’s Principals, and supporting the HR department with various ad-hoc projects.

This position is in-office 5-days a week from 8:30am – 5:30pm

The successful candidate will:

Reception Duties:

• Greet and Escort Visitors: Welcome guests and escort Urban's clients to the designated conference room, ensuring a hospitable experience.
• Answer and appropriately delegate phone calls across multiple offices and respond to emails in a positive, timely, and professional manner.
• Provide receptionist support to the Chantilly VA office, on occasion.
• Manage the reception area to maintain a clean and organized environment.

Administrative Support:

• Provide administrative assistance to all Principals, including but not limited to preparing documents, creating reports, drafting contracts, entering bills, drafting presentations, and other various special projects.
• Manage several calendars, including scheduling appointments, coordinating meetings, and reserving the conference room for any in-house meetings.
• Maintain accurate records and databases.
• Create strong working relationships with general staff, including the Accounting Department, IT Department, Human Resources, and Print Room personnel, to ensure effective cross-functional collaboration.
• Assist other office support staff with special projects, such as but not limited to: supporting the Chantilly Office when our receptionist is away, creating resources/binders, large print jobs, document review contracts, ordering supplies, scheduling screening interviews, etc.

Operational Tasks:

• Manage and provide support to Urban’s Principals, including but not limited to copying, emailing, and data-entry tasks.
• Manage and review inventory of common area and break room supplies. This includes but is not limited to coffee, tea, utensils, paper plates, bowls, napkins, among others.
• Manage office supplies and review inventory of frequently used materials. This includes but is not limited to a variety of pens (with different size tips), printer paper, staples, calculators, rulers, among others.
• Ensure in-office conference facilities are fully functional each day. This also includes resetting the conference space after each meeting.
• Contacting IT or requesting a service order for equipment that needs repair.
• Assist with special projects and events as required.

Requirements:

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• At least 3 years of experience in a Receptionist & Administrative Assistant role.
• Excellent communication and interpersonal skills with a solutions-oriented mindset.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to maintain confidentiality and handle sensitive information.
• Strong organizational and time management skills.

What We Offer:

• Competitive salary and benefits package.
• Opportunity to work in a dynamic and supportive environment.
• Professional development opportunities.

If you are a motivated and organized individual with a passion for providing exceptional support, please submit your resume!

Urban Ltd. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, gender identity, disability, or protected veteran status.

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