View Our Website View All Jobs

Receptionist / Administrative Assistant

Receptionist / Administrative Assistant

(Oakland, CA)

Are You Ready? Willing? Able?


  • Do you have reception or customer service experience?
  • Are you a people person?
  • Is delivering high quality customer service important to you?
  • Do you have a passion for innovation, sustainable design and environmental responsibility?
  • Do you enjoy getting great results from challenging opportunities?
  • Are you exceedingly detail oriented, meticulously precise, and exceptionally organized?
  • Do you have a high degree of integrity, professional ethics, respect and responsibility?
  • Are you a resourceful person with a positive attitude?
  • Will you bring energy and enthusiasm to our team?

If so, we want to hear from you!

Integral Group’s Oakland office is seeking a highly professional and friendly Receptionist / Administrative Assistant to help support the design of cutting edge, deep green buildings. We are Integral Group – one of the top green engineering firms in the world.

If you're the right person, you'll be the first point of contact for our clients and visitors while also assisting with office maintenance and admin-related functions.



  • Answer inbound calls quickly (within 3 ring cycles), professionally and courteously
  • Perform all switchboard tasks including transferring/parking calls, inter-office paging and announcements, and directing calls to voice mail
  • Maintain and update continuous log of staff availability and meeting room bookings/calendars
  • Greet all visitors to the office and offer beverages
  • Notify staff members by phone of visitors
  • Receive and send courier packages
  • Sort and stamp all incoming mail
  • Sign out and set-up/maintain/cleanup meeting rooms
  • Maintain company contact database
  • Prepare bin runs and sort documents in preparation for filing
  • General reception maintenance (i.e. tidy reception desk, open office, post office hours)

Office Operations

  • Assist with maintenance of all current and archived project and accounting filing systems
  • Assist with maintenance all reference and codes/standards libraries in the office
  • Handle all building/tenant issues including security, building cards, keys and janitorial issues and general maintenance issues around the office
  • Maintain upstairs and downstairs kitchen areas
  • Coordinate weekly Lunch & Learns including scheduling, catering and staff notifications
  • Fax, scan, photocopy documents, word processing using standardized office templates, data entry and any other admin tasks as assigned from staff
  • Daily mail retrieval and delivery of incoming correspondence and packages to staff via bin runs
  • Assist with overall office maintenance ensuring that all public office areas are clean and tidy, adequately supplied, and equipment running smoothly. This includes ordering office supplies and troubleshooting equipment failures and/or having equipment serviced.
  • Assist with obtaining equipment and furniture quotes, ordering equipment, and office organization
  • Word processing of various correspondence and documents using Integral standard templates
  • Manage, and coordinate with, and order from various vendors and suppliers to ensure office is properly stocked with supplies
  • Make travel arrangements, including airfare, hotel and rental car ( interface with corporate travel agency)
  • Overflow Project Assistant work as required
  • General administrative duties as required or assigned by your manager


  • A minimum of 1 year reception, customer service or related experience
  • High School Diploma
  • Excellent telephone manner, verbal communication and interpersonal skills
  • Able to provide a poised, professional, warm and welcoming front desk presence
  • Mature, responsible, dependable and punctual
  • Customer-service oriented
  • Professionalism in handling confidential situations and materials
  • Able to work well with others and interact with all levels of the organization
  • Highly proactive, organized, able to prioritize to meet deadlines
  • Able to lift up to 50 lbs for event setup (ice, beer, wine, furniture, etc.)
  • Good computer skills including Microsoft Office knowledge
  • Typing speed of 50+ wpm 


  • University/College education highly preferred
  • Working knowledge of Deltek Vision preferred
  • Familiarity with Desktop Publishing software is an asset
  • Environmentally minded with an understanding of energy and climate change issues


Trust. Nurture. Inspire. We are agents of change.

Our vision is to be the leading global deep green engineering practice.

We believe that net zero energy buildings and living buildings need to become the norm within a generation.

Our passion for sustainable design runs deep.

Since inception, our firm has attracted talented engineers from around the world.

For us, sustainability is second nature and our design approach continues to be a reflection of our commitment to creating a better future for generations to come.

Our team’s experience and training put them at the forefront of sustainable design practices and technologies. We are focused on making a difference in the world – and being a great place to work.

We offer a competitive compensation package, profit sharing, as well as excellent benefits, training, development, and an upbeat work environment.

Integral Group is an EEO employer.




Back to Current Opportunities

Read More

Apply for this position

Apply with Indeed
Attach resume as .pdf, .doc, or .docx (limit 2MB) or Paste resume

Paste your resume here or Attach resume file

To comply with government Equal Employment Opportunity / Affirmative Action reporting regulations, we are requesting (but NOT requiring) that you enter this personal data. This information will not be used in connection with any employment decisions, and will be used solely as permitted by state and federal law. Your voluntary cooperation would be appreciated. Learn more.

Invitation for Job Applicants to Self-Identify as a U.S. Veteran
  • A “disabled veteran” is one of the following:
    • a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or
    • a person who was discharged or released from active duty because of a service-connected disability.
  • A “recently separated veteran” means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.
  • An “active duty wartime or campaign badge veteran” means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.
  • An “Armed forces service medal veteran” means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.
Veteran status

Voluntary Self-Identification of Disability
Voluntary Self-Identification of Disability Form CC-305
OMB Control Number 1250-0005
Expires 1/31/2020
Why are you being asked to complete this form?

Because we do business with the government, we must reach out to, hire, and provide equal opportunity to qualified people with disabilities.i To help us measure how well we are doing, we are asking you to tell us if you have a disability or if you ever had a disability. Completing this form is voluntary, but we hope that you will choose to fill it out. If you are applying for a job, any answer you give will be kept private and will not be used against you in any way.

If you already work for us, your answer will not be used against you in any way. Because a person may become disabled at any time, we are required to ask all of our employees to update their information every five years. You may voluntarily self-identify as having a disability on this form without fear of any punishment because you did not identify as having a disability earlier.

How do I know if I have a disability?

You are considered to have a disability if you have a physical or mental impairment or medical condition that substantially limits a major life activity, or if you have a history or record of such an impairment or medical condition.

Disabilities include, but are not limited to:

  • Blindness
  • Deafness
  • Cancer
  • Diabetes
  • Epilepsy
  • Autism
  • Cerebral palsy
  • Schizophrenia
  • Muscular dystrophy
  • Bipolar disorder
  • Major depression
  • Multiple sclerosis (MS)
  • Missing limbs or partially missing limbs
  • Post-traumatic stress disorder (PTSD)
  • Obsessive compulsive disorder
  • Impairments requiring the use of a wheelchair
  • Intellectual disability (previously called mental retardation)
Please check one of the boxes below:

You must enter your name and date
Your Name Today's Date
Reasonable Accommodation Notice

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

iSection 503 of the Rehabilitation Act of 1973, as amended. For more information about this form or the equal employment obligations of Federal contractors, visit the U.S. Department of Labor's Office of Federal Contract Compliance Programs (OFCCP) website at

PUBLIC BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995 no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. This survey should take about 5 minutes to complete.