Receptionist / Office Assistant

About NK Architects:

Find more information at www.nkarchitects.com

Founded in 1972, NK is a regional firm with offices in New Jersey, New York City and Pennsylvania, and a staff of approximately 75 employees working with clients throughout the country. We value diversity, equity and inclusion and strive to foster a workplace that mirrors the communities in which we work.

We build lasting relationships that create sustainable value — for our clients, for ourselves and for our communities.

At NK Architects, we partner with mission-driven organizations who are committed to serving their communities. Our purpose: empowering healthcare providers, educators, and allied organizations to leverage design in pursuit of individual and collective wellbeing.

With our integrated team of architects, interior designers, planners, and engineers, we advocate for the people who are served by the spaces we design. We engage with our clients on a personal level, as both institutions and people, so we can help them do better at what they do best.

We know our clients take their work personally. We do too.

NK Architects is an Equal Opportunity Employer

Candidates must be eligible to work in the United States. No sponsorship can be provided.

Receptionist / Office Assistant  

The Receptionist serves as the first point of contact for all visitors and callers, representing the firm with professionalism, warmth, and efficiency. This role is responsible for managing front-desk operations, coordinating office logistics, and supporting administrative functions to ensure the smooth day-to-day operation of the NJ office.

The Receptionist reports to the Office Manager. This role ensures the Morristown office runs smoothly each day and reflects NK’s welcoming and professional culture. The role will liaise with other NK offices to ensure continuity and consistency of service. This position is ideal for a highly organized, personable, and dependable individual looking to grow within an architectural firm environment.

The position is in-person 5 days a week and is located at NK Architects NJ office, 95 Washington Street, Morristown NJ, 07960.

Supervisory Responsibilities:

None.

Duties and Responsibilities:

• Create a welcoming and professional first impression for all visitors, clients, and vendors entering the New Jersey office.

• Answer, screen, and direct all incoming calls promptly and courteously, ensuring inquiries are routed to the appropriate staff members.

• Manage visitors and coordinate with team members for scheduled appointments.

• Receive, sort, and distribute all incoming mail and packages in a timely manner.

• Coordinate all outgoing shipments via FedEx, UPS, and other carriers, ensuring timely delivery and accurate tracking.

• Monitor and minimize solicitation and junk mail.

• Maintain schedules for all internal conference rooms, ensuring rooms are clean, organized, and prepared between meetings and at the end of the day.

• Oversee office supply inventory for all NK offices, placing orders and tracking usage to maintain appropriate stock levels.

• Support end-of-day facility checks and closing procedures specifically from 3:30 – 5:30pm when building support is no longer available and ensure the office remains secure and orderly.

• Maintain the employee attendance (EIO) board and assist with related administrative tracking.

• Maintain company phone list.

• Manage meal orders for all locations as needed, including weekly breakfasts, internal meetings and company events

• Coordinate and set up group meetings and lunch and learns.

• Assist office manager with company events throughout the year.

• Prepare monthly birthday, anniversary announcements & deliveries for all NK offices.

• Maintain company phone lists and update monthly

• Assist with other ad hoc administrative tasks as requested.

Required Skills/Abilities:

• This role requires coordination and collaboration with many departments and strong communication skills, both written and verbal are essential.
• Demonstrates eagerness to learn new processes and systems, looks to continuously improve efficiency.
• Strong interpersonal skills, work closely with leadership team, HR and Finance team members
• Excellent organizational skills and attention to detail
• Keen ability to manage time, competing priorities and multi-task.
• Problem-solving skills are essential to this role
• Resourceful and results oriented mindset.
• Proficient in Microsoft Office Suite or related programs (Office 365, Word, Teams)
• Ability to maintain meticulous records and files.

Education and Experience:

• High School Graduate Required
• College Degree a plus
• Prior administrative experience a plus

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.