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Suffern, NY 10901, USA ● Suffern, NY, 2 Executive Boulevard, Suffern, New York, United States of America Req #2533

Sunday, March 9, 2025

H 2M architects + engineers, a multi-disciplined team of design professionals with seven office locations in New York and New Jersey, is currently seeking an Administrative Support Professional to join our Civil Engineering team. Under the direct supervision of the Discipline Director, this position provides administrative and secretarial support for an office staff of architects and engineers.

Job Responsibilities:

• Performs word processing for assigned group and as backup to other departments as needed (i.e., formatting and editing of correspondence, memos, proposals, reports, projects, spreadsheets, newsletters/brochures, monthly invoices, transmittals, presentations, bid tabs, adhering to company standards on specifications, etc.)
• Performs designated administrative tasks (i.e., setup meetings: arranging time, organizing meeting room, and ordering/set-up/clean-up of food and supplies as needed), copying, scanning, filing, archiving, faxing, billing, distribution of project blue sheets, maintaining office machines, etc.
• Provides excellent customer service (answers telephones for division personnel as requested, screens and directs contractor and client calls, or takes clear and concise messages to ensure clients are serviced in the most efficient and professional manner). Knows the whereabouts of department staff enforcing sign out/in procedure, as well as out-of-office assistant and other office etiquette requirements.
• Responsible for daily distribution of mail, as well as photocopying and preparing daily correspondence for afternoon mail (regular, Express Mail, Federal Express, UPS).
• Serves as a mentor to new hires and junior staff on company standards, templates, policies, and procedures. Introduces staff to team members and answers any questions. Ensures that new hires have appropriate desk setup.
• Provides Front Desk phone support for the firm as needed and adheres to Front Desk operations standards.
• Serves as a company resource on MS Office suite, and provides guidance to staff as needed.
• Maintains common office areas clean and organized including kitchen [countertops, tables, sink, and refrigerator], etc.
• Trains the staff on company standards and ensures that standards are being followed.
• Assists HR, Marketing, and Finance departments with tasks when needed.
• Proactively anticipates staff and office needs and provides necessary administrative support.
• Performs other like duties as assigned by the company.

Education/Qualifications:

• High school diploma required. Associate or Bachelor’s degree preferred.
• Must have Notary License (or be able to attain in the first three months of employment).
• 3-5 years administrative/clerical experience in a professional office setting required, preferably assisting a Vice President and supporting a large group of internal and external clients.
• Knowledge of MS suite including Word, Excel, Access, Power Point required.
• Microsoft Outlook and Adobe writer experience required.
• Ability to multi-task and prioritize workload.
• Ability to communicate effectively with employees at all levels of the organization.

The pay range for this role is $20 - $26/hour.

The employment offer may deviate from this published range based on a variety of factors, including but not limited to experience, specialty, knowledge, education, geography, and/or related certifications – not related to any applicant’s characteristics protected by local, state, or federal law. Note: The salary or hourly rate indicated does not include other forms of compensation or benefits.

About H2M:

While we have grown into a large firm over the past 90 plus years, we remain dedicated to preserving our small company connections. It is our intention to always stand as one H2M with a mission that is built around:

• Our People: It’s our people that create our culture, execute our projects, service our clients, support our communities, and help make our company a great place to work.
• Our clients: Our clients are “why” we exist as an organization. We have the experience, expertise, and skillsets that our clients do not have yet are needed to solve the problems of the built environment.
• Our communities: We commit to creating a safe environment that fosters thriving and healthy communities through our contributions and support for numerous charitable, educational, and community-based causes and organizations.

At H2M, we’re more than just the services we provide. We are a team of over 500 professionals with the knowledge, ability, and desire to create something truly impressive. When we ask for the best of you, it is right to ask for the best of the company. Your growth is our growth. Your success is our success. We are in this mission together, so let’s see it through together.

H2M continuously strives to provide our employees and their families a comprehensive benefit experience surrounding their physical and financial well-being. We offer healthcare and wellness benefits, 401(k) retirement savings with up to 6% employer matching contributions with a 100% vesting schedule, annual and spot bonus performance programs, flexibility, and paid time off. We also offer tuition assistance for continuing education & professional licensure, student loan debt repayment program, technology allowance, and excellent professional development programs that are custom designed for employees at all levels. H2M continually supports their employees through different Employee Resource Groups, such as Diversity and Inclusion, Sustainability, Women’s Initiative, and Young Professionals.

H2M is proud to be an equal opportunity workplace committed to equal employment opportunity regardless of race, creed, color, religion, ancestry, sex, age, national origin, marital status, citizenship status, physical or mental disability, sexual orientation, gender identity and/or expression, genetic information, pregnancy status, childbirth, related health conditions or reproductive decisions, status as a protected veteran, or any other characteristics protected by Federal, State, or local law. Women, minorities, individuals with disabilities, and veterans are encouraged to apply.

Come for the job, stay for the challenge!