Receptionist Administrative Assistant

Administrative Assistant

This role handles a range of administrative tasks, including processing applications and renewals for engineers' licenses and company memberships. You will manage daily office functions, such as acting as a professional phone receptionist and coordinating all incoming and outgoing mail and shipments. The role also involves assisting department heads and other clerical staff with various special projects and deadlines.

Essential Functions:

• Manage licensing and renewals for professional engineers (PE) and ensure all required continuing education units (CEUs) are tracked and communicated.
• Oversee NTA company memberships, including processing new applications and renewals, and maintaining accurate records in the online system.
• Process and renew all third-party licenses and Certificates of Authorization (COAs).
• Answer and direct phone calls in a professional, courteous, and efficient manner.
• Coordinate all daily incoming and outgoing mail and shipments, including distributing mail and picking up packages from the post office.
• Serve as the primary point of contact for external vendors, including CINTAS, and schedule all corporate building and lawn maintenance as needed.
• Maintain a current inventory of all office supplies, placing new orders as needed to prevent shortages.
• Assist with company vehicle purchases and maintain detailed records for insurance purposes.
• Distribute vehicle insurance information to drivers and answer any related questions.
• Maintain all vehicle registrations for vehicles plated in Indiana.
• Coordinate the use and maintenance of all on-site corporate vehicles.
• Manage and submit monthly state modular reporting for multiple jurisdictions.
• Participate in IBTS audits
• Maintain a spreadsheet of "Hit List" items upon the completion of all audits.
• Handle highly sensitive information with the utmost discretion and confidentiality. This includes employee data like Social Security numbers, as well as documents related to pay and legal matters for HR.

Secondary Functions:

• Step in to assist with the duties of the Insignia & Project Processing Associate during their absence.
• Plan, organize, and execute monthly employee engagement events and employee recognition.
• Perform other duties, responsibilities and special assignments as assigned.

Essential Skills and Education/Experience:

• High School Diploma or Equivalent

Physical Requirements:

• Ability to sit for extended periods while working at a computer or desk
• Occasional standing, walking, and reaching to access files or office supplies
• Manual dexterity for typing, filing, and handling office equipment
• Ability to lift and carry up to 20 pounds occasionally (e.g., office supplies, documents)
• Visual acuity to read printed and digital materials
• Auditory ability to communicate effectively in person and over the phone
• May need to climb stairs in multi-level office building

Environmental Conditions:

• Indoor and Outdoor Environment
• Must be able to work in standard office environment with artificial lighting and climate control

Disclaimer:

This description is not an exhaustive list of all responsibilities, duties, and skills required. The company reserves the right to change or add duties to this position as business needs require.

International Code Council offers a competitive starting salary and comprehensive benefits package that includes paid vacation and sick time, health/dental/vision insurance, 401k with generous company match immediately vested, company paid basic life insurance, short-term and long-term disability coverage. Additional voluntary benefit offerings are available, such as critical illness insurance, flexible spending accounts, and pet insurance.

International Code Council provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, citizen status, religion, ancestry, national origin, age, disability, sex, marital status, military status, pregnancy, sexual orientation or any other basis prohibited by applicable federal, state or local employment laws or regulations in every location in which the company has facilities.