Office Manager/Administrative 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 studio's 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 you're 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