Administrative Assistant

About THK

As one of the most established professional consulting firms in the Denver Metro area, THK has continuously delivered project solutions. We have established ourselves in the community, from the southern desert to Front Range into the crests of the Rockies, as a firm focusing on stakeholder facilitation, wholistic design and successful implementation.

THK excels at collaborating with clients and teams of all shapes and sizes from a one-person shop to large, multi-disciplinary design teams. THK has the staff and the enthusiasm to complete a small project on a tight deadline as well as the passion and the determination to see a regional scale project through to completion.

About The Role

THK Associates, Inc. is seeking a friendly, professional Administrative Assistant to manage the front desk and support daily office operations. This role provides comprehensive administrative, departmental, and IT support, serving as a welcoming ambassador for clients and staff. Responsibilities include greeting visitors, managing phone calls and correspondence, coordinating meetings, travel, events, and onboarding/offboarding, maintaining office organization and supplies, and supporting management and teams with reports, presentations, and document preparation. Proficiency in Microsoft Office and Adobe Design Suite is required

PROGRAMS
  • Proficient in Microsoft Office (Word, Xcel, PowerPoint)
  • Proficiency in Adobe Design Suite
ADMINISTRATIVE RESPONSIBILTIES
  • Provide comprehensive and timely administrative support to management and staff.
  • Welcome guests and clients by greeting them in a friendly and professional manner in person or on the phone. Be a positive ambassador for the firm.
  • Answer, screen and forward incoming phone calls and directing requests and queries appropriately.
  • Maintaining office cleanliness, neatness, and orderliness (lobby, copy room, front desk, conference rooms and meeting spaces, server room and kitchen) and working with janitorial staff as needed. Maintain overall office aesthetics.
  • Handle incoming and outgoing correspondence including receiving deliveries, courier services and “Info” email. Assist with outside pickups, drop-offs and deliveries as needed.
  • Manage office supplies and equipment by checking stock regularly to maintain proper stock levels, anticipate needed supplies, placing and expediting orders for supplies and verifying receipt of supplies.
  • Fill copy machines and plotter paper and ink. Maintain proper stock levels at all times.
  • Keep kitchen and candy bowls stocked and organized with snacks and drinks.
  • Update and maintain contact database (calendar mailing list).
  • Manage annual calendar ordering, quantity, contact list and distribution.
  • Coordinate company events including but not limited to birthday celebrations, staff recognition, holiday party, etc.
  • Coordinate and schedule internal and external “lunch and learns”. Organize catering.
  • Coordinate plant care.
  • Ordering and distributing keys for employees and general access control.
  • Maintain equipment leases, ensure office equipment is properly maintained and serviced.
  • Serve as principal contact with building maintenance and building engineer as needed.
  • Organize and prepare for meetings including setting up and starting zoom calls as requested, gathering or printing documents and attending to logistics of meetings.
  • Coordinate travel arrangements (flights, hotel, rental cars, conference registrations, etc.) as requested.
  • Support the hiring process by scheduling interviews.
  • Provide on-boarding/off-boarding employee support as requested by Management and Accounting Department.
  • Preparing workspaces for new staff, including computer/ IT setup, desk arrangements, business cards, and providing necessary support for new staff.
  • Manage water and coffee machine maintenance and service as needed.
IT RESPONSIBILITES 
  • Coordination with 3rd party IT services.
    • Installation of software, computer updates, printer and scanner connections, troubleshooting errors, etc.
    • General upkeep of on-site server.
    • Sourcing and ordering computers and computer equipment.
    • Manage program subscriptions including contract lengths and updates.
  • Review IT invoices for accuracy against services received providing billing/invoice information to Accounting Department.
  • Monitoring supplies (keyboards, mouses, monitors, etc.) and ordering as needed.
  • Maintain and assist with computer and AV capabilities in conference rooms, offices with TVs and meeting spaces.
  • L and N drive file archival.
  • Password management.
DEPARTMENTAL SUPPORT
  • Produce reports (typing, formatting, editing).
  • Compose correspondence and set meetings as requested.
  • Support the preparation, printing, and binding of project deliverables and documents.
  • Create presentations, reports and spreadsheets as requested.
OTHER
  • Keep personal appearance professional. Present a positive image for the firm.
  • Seek to continuously improve processes, systems and customer services.
  • Perform other duties as assigned accurately and on-time
  • Coordinate with office leaders for reporting activities and general administrative affairs

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