Office Assistant

Responsibilities

Brasfield & Gorrie is seeking a professional and service-oriented Office Assistant to support our Jackson, Mississippi office. This role serves as the first point of contact for visitors and callers, ensuring a welcoming and efficient front office environment. The Receptionist will provide administrative, operational, and logistical support to office staff while helping maintain a high standard of organization and hospitality.

Responsibilities and Essential Duties include the following (other duties may be assigned):
• Serve as the primary point of contact by answering and directing incoming calls and greeting visitors, clients, and guests in a professional and welcoming manner
• Receive, sort, and distribute incoming mail and packages; coordinate deliveries, including transporting items to local jobsites as needed
• Coordinate building access for employees, including managing key cards and liaising with building management
• Maintain cleanliness, organization, and readiness of common areas and conference rooms, including preparing and resetting meeting spaces
• Manage conference room calendars and proactively coordinate meeting logistics, including catering, setup, and support
• Order, maintain, and organize office supplies, beverages, and snacks; coordinate office equipment maintenance (e.g., copiers)
• Assist with planning and coordinating office events, including socials, client activities, community events, and holiday gatherings
• Arrange travel for employees and visitors, including flights, hotel accommodations, and rental cars
• Support onboarding of new employees, including coordination of workspace setup and equipment
• Provide basic IT and office technology support, including A/V setup and coordination of equipment installation for new and existing employees
• Serve as point of contact for office vendors, including cleaning services; coordinate schedules, ensure quality standards, and assist with vendor selection as needed
• Maintain and organize electronic project files; verify completeness and readiness for storage
• Act as a liaison between the Jackson office and corporate departments (e.g., Accounting, Safety, Document Control) and other offices
• Review, code, and track overhead, material, and miscellaneous invoices; research invoice status in JD Edwards (E1)
• Enter employee time in JD Edwards (E1) and assist with administrative reporting as needed
• Assist with obtaining permits and tracking subcontractor business licenses with local municipalities


Education - Skills - Knowledge - Qualifications & Experience
• High school diploma or equivalent required; associate degree or higher preferred
• 2+ years of experience in a receptionist, administrative, or office support role preferred
• Excellent interpersonal and customer service skills with a professional demeanor
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment
• Proficiency in Microsoft Office (Outlook, Word, Excel)
• Strong written and verbal communication skills
• Ability to handle sensitive information with discretion and professionalism
• Basic technical aptitude for supporting office technology and A/V equipment
• Team-oriented with a proactive, self-starter mindset
• Valid driver's license with ability to travel locally as needed
• Ability to obtain and maintain notary certification in the applicable county as required

The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions