Office Administrator/ Administrative Assistant
il y a 2 semaines
PARALX, an award-winning architecture and design practice, has an opening for a highly enthusiastic Office Administrator/ Administrative Assistant, to join our team of architects.
The Office Administrator/ Administrative Assistant oversees office operations and internal affairs of the firm. The position is responsible for operations, fiscal management, human resources, and workflow to ensure that the firm runs smoothly.
Job Description- Provide administrative support for architectural project teams.
- Edit and/or create written correspondence.
- Process interoffice memos, letters, transmittals, labels, contracts, forms, Basis of Design and Concept Reports, etc. from verbal communication, email, handwritten notes, dictation, or transcription.
- Create and maintain project forms, including spreadsheets and flowcharts. Customize forms for specific project needs.
- Assist with project start-up procedures (team directories, product cut books, project goals statements, team responsibility matrix, master file set-up, etc.)
- Coordinate internal/external meetings, including agenda and presentation support, organizing attendees, ordering food, arranging space, setting up equipment, and cleaning up. Coordination may include arranging conference meetings, including web, telephone, and video.
- Assist with office operations such as reception duties, shipping and receiving, maintaining office supplies and processing vendor invoices.
- Provide focused administrative support to the Principal by maintaining calendar, expense reports, answering phone inquiries, etc.
- Organize, manage and facilitate schedule of the Principal, as well as that of the General Office
- General office and HR administrative oversight
- Assist in bookkeeping with input and filing tasks & coordinate with firm's accountant
- 2 to 3 years min. experience in management
- Bachelor's degree is preferred
- Previous experience in the Architecture/ Engineering/ Construction is preferred
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and meet deadlines
- Demonstrated knowledge of office administration, management, technology, equipment and systems
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate highest level of responsiveness
- Ability to work independently while comfortable as part of a diverse team
- High proficiency with MS Office including Outlook, Word and Excel
- Excellent verbal and written communication skills
Apply by submitting your resume, cover letter with salary requirements. No emails or phone calls please.
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