We are looking for a candidate that wants to grow with our firm...someone who is proactive and can anticipate the needs of our office.  We need someone who is flexible, a team player and who thrives in providing the day to day administrative needs of our Architectural Urban Design Firm.  We offer a competitive salary along with bonuses throughout the year, excellent medical plan and retirement.  If this sounds like you then please read the full description and skills needed below, thank you.

The Assistant Office Manager’s role is to provide high quality administrative support services to the manager and professional staff.  This includes assisting in the efficiency and smooth administrative processes and procedures; human resources; cost accounting; maintaining the office space in a functional and presentable condition; maintaining equipment, supplies and materials.

Office Management
Assist in creating an office that is a model of organization and functionality a workplace that allows the professionals in the office to focus their energies on the design and construction of beautiful built environments.
Do what you can to promote a good office morale and esprit de corpse.
Assist in coordinate and oversee office space maintenance and cleaning services
Assist in the selection and manage vendors
Assist in the developing, maintaining or revising office administrative procedures and processes as needed to ensure smooth operations.
Assist in managing office space, workstation and equipment needs.
Assisting in purchasing and maintenance of office materials and equipment (drafting supplies, office supplies, cleaning and kitchen supplies copiers, faxes, phones, computers, printers, etc.).
Assist in maintaining office filing systems, paper and digital, so accessing information is dependable, smooth and effortless.
Assist in preparing new station, furniture, equipment and IT, for each new hire before their first day.
Assist in office orientation for new hired people on their first day.

Reception
Politely answer phones and direct calls, take messages, voice mail.
Make sure phones are always attended.
Greet clients and other guests to the office with courtesy and professionalism
Arrange for beverages for guests or other needs as requested.
Assist the professional staff in scheduling meetings, phone or online conference meetings and others
 Set up conference rooms for meetings, clean up after meetings
For in-house gatherings, lunchtime learning events, etc. arrange for food and drinks
Arrange deliveries, sending and receiving
Assist with travel arrangements for professional staff as requested.We are looking for a candidate that wants to grow with our firm...someone who is proactive and can anticipate the needs of our office.  We need someone who is flexible, a team player and who thrives in providing the day to day administrative needs of our Architectural Urban Design Firm.  We offer a competitive salary along with bonuses throughout the year, excellent medical plan and retirement.  If this sounds like you then please read the full description and skills needed below, thank you.

Human Resources / Accounting
Assist in Preparing new hire packages prior to their first day such as
W-4, Health Insurance and Benefits Program Enrollment forms. Once complete provide these to accountants, insurance carriers, Employee Fiduciary.
Assist in maintaining a personnel file for each individual with copies of pertinent employment letters, resumes, portfolio as well as regular performance reviews.
Assist in scheduling interviews with people being recruited by the office including online meetings or travel, lodging, transportation as requested.
Assist in Managing and maintaining Expense Report files for each person in the office these files shall include monthly reports with original receipts attached.
The above files shall be retained for 3 years, manage off-site file storage if needed.
Maintain office petty cash account and office credit card expenditures.

 

Event Planning
Assist in coordinating and organizing office events, open houses, office field trips or meetings.
Assist in the selection and manage vendors.

Marketing
Assist in gathering of materials and information about a potential project so the professional team can respond in a timely and informed manner.
Maintain master marketing materials including staff resumes, project experience lists, project tear sheets and other marketing materials.
Assist in the coordination or oversee the assembly, gathering, printing and delivery of all materials and information in response to RFQ/RFPs.
May also assist in the development or design marketing materials for client presentations, advertising, or special projects.

Knowledge: 
Office administration processes such as maintaining office equipment and materials, word processing, event coordination, and procedures related to hiring and managing employees.  Additional knowledge of marketing coordination and design may also be required.

Skills: 
Written and verbal communication
Interpersonal relations (people skills)
Customer service – being professional and having a service orientation
Office computer systems and software:
Microsoft Office Suite (Word, PowerPoint, Excel)
Adobe Creative Suite (Illustrator, Photoshop and InDesign) – a plus
Coordination and prioritization
Project management
Organizational savvy

Abilities: 
Able to multi-task
Be self-motivated
Able to maintain a professional office demeanor
Able to working independently with little supervision

Please email your resume as a MS Word document to:  

Senior Recruiter

Spring Krogue  | mailto:Spring@PacificCoastJobs.com

Assistant Office Manager