Office ManagerAdministrative Assistant

Qualifications:

• 3 years providing administrative support to leadership/principals at a design firm (preferably landscape architecture)
• Ability to multitask and meet deadlines in a busy studio environment
• Proficiency in Microsoft Suite (and Adobe Creative Suite if possible)
• Experience coordinating accounting processes

Responsibilities:

• Greet guests and clients
• Answer calls forwarded by the office intern(s)
• Monitor studio email account respond to general inquiries and forward RFPs to marketing coordinator and Managing Principal
• Provide occasional support to marketing coordinator
• Handle incoming and outgoing packages and distribute subtenant mail
• Maintain studios cleanliness order kitchen and office supplies and manage minor maintenance
• Liaise with landlord and building super on building repairs
• Maintain office license its alarm and keycards and City Letters of authorization for business
• Manage office-wide contact list
• Maintain general office filing system
• Properly file proposals and executed contracts for projects youre involved in
• Manage and renew professional liability insurance and miscellaneous insurance
• Coordinate notary as needed
• Provide general and administrative support to principals including keeping track of CEUs contact lists and drafting large documents
• Create travel itinerary for principals
• Assist with passport and visa applications for business travel
• Provide device and computer support to principals alongside IT director
• Oversee employee calendar including employee remote schedules and time off
• Oversee timely submission of employee timesheets and assist principals with their timesheets
• Oversee all studio job postings coordinate applicant interviews orientation & training
• Liaise between corporate and principals on yearly in-studio performance reviews
• Liaise with corporate Admin HR IT and Accounting departments
• Coordinate with other SWA office managers as needed
• Arrange catered lunches holiday party Staff Lunches and team-building events
• Manage weekly events such as Hooch Principals Lunches and Finance Meetings
• Oversee studio billing process projections monthly reports
• Maintain and renew all state licensure for principals
• Keep studio within its allotted budget and exercise fiscal discipline when necessary
• Submit all purchases made with the corporate PEX card to Accounting department
• Manage cash lockbox and submit usage to Accounting periodically
• Coordinate with other SWA office managers as needed