Office Administrative Assistant, Albuquerque, NM -ABQ

INTERA Incorporated is seeking an Office Administrative Assistant to support our growing office in Albuquerque, New Mexico. INTERA is a geoscience consulting firm that delivers environmental remediation, water resources, and mining solutions to clients around the world. In this vital role, you will engage with our 30+ local employees and connect with many others across the country and around the globe.

This administrative assistant position provides an excellent opportunity for someone who would enjoy performing a wide variety of office duties in support of a scientific team and is open to acquiring new skills as needed.

You will provide administrative and reception support from the front desk and work closely with the Albuquerque Office Manager to outline your daily and weekly tasks. This position will require some technical skills, but more importantly, a positive and engaged attitude to respond to a variety of dynamic requests. At times, there will be multiple administrative and project needs for different staff, so being responsive and able to manage one’s own workflow is essential.

Some tasks will require immediate attention or same-day service, and others will be ongoing. Standard hours for this full-time position are Monday through Friday from 8 am to 5 pm.

Office Operations & Maintenance

• Handling front desk duties with a “customer service” mindset, including greeting clients and guests with hospitality and fostering a vibrant employee culture
• Answering and routing incoming calls
• Receiving incoming deliveries and preparing outgoing shipments, such as producing shipping labels, arranging for pick-up, or delivering items for shipment, etc.
• Managing details for lunch meetings or presentations, such as booking the room, checking any necessary equipment, ordering food, setting up, putting food away, and maintaining shared spaces and conference rooms between meetings
• Coordinating with vendors and service providers (printer maintenance, recycling service, etc.)
• Assisting with inventory and supply ordering needs
• Responding to direct requests from employees, such as
• Scanning and routing paperwork to other staff or clients
• Setting up hybrid meetings including making the invitation and printing copies of requested documents like agendas or presentation slides
• Assisting with travel arrangements (lodging, car rentals, plane tickets)
• Assembling, naming, or compiling files according to project requests
• Assisting with document production using various binding options such as 3-ring binding, comb-binding, spiral binding, and twin-wire binding as requested.
• Communicating with, supporting, and coordinating with the HR, IT, and Accounting departments as needed
• Assisting with storage maintenance and moving or cataloguing of stored items
• Assisting with setup or cleaning out of offices when needed for new employees or office moves
• Maintaining and stocking shared spaces such as conference rooms, kitchens, guest offices, and storage rooms
• Most cleaning services are provided by the building, though tidying or wiping of surfaces is needed at times, as well as loading and unloading the dishwasher, and removing old items from the refrigerators
• Communication with building facilities personnel and INTERA facilities to procure office equipment or furniture and coordinate office maintenance
• Participating in the planning and execution of company events

• Starting virtual meetings (e.g. Microsoft Teams) and helping to verify that the speakers, microphones, and camera are working. Recording and distributing electronic meeting information if requested
• Supporting staff with technical resource management software and scheduling tools
• Assisting IT personnel to provide first-level troubleshooting of technical office equipment when needed, such as rebooting machines, making sure that cables are connected correctly, and verifying what is displayed on screens
• Assisting with the setup of basic IT equipment, such as monitors, docking stations, microphones, etc.
• Interfacing with in-town subcontracted IT support if more advanced technical assistance is required

• Proficiency with the Microsoft Office suite (Word, Excel), Adobe Acrobat, and Outlook
• Strong communication (written/verbal) and customer service skills
• Strong organizational, time management, and multitasking skills
• High school diploma or equivalent

• 2+ years of experience as an office assistant in a scientific setting
• Experience with technical resource management software and scheduling tools
• Associate or bachelor’s degree
• Notary services

Experience in an office or scientific setting is preferred; however, training will be provided for the right candidate as needed for other job-specific tasks. Our ideal candidate is organized, proactive, and solution-oriented. We look forward to hearing about your areas of expertise and seeing if you are the best fit for INTERA’s administrative support and culture.

Founded in 1974, INTERA has grown into an…