Office Administrator

Job Summary: Ensure the smooth operation of the office by providing effective and efficient information management and retrieval; professionally preparing documents for the purposes of project management and marketing; oversee proposal processes to ensure they are on time, inclusive of all required information, and error free; maintaining supplies of all items necessary for the successful operation of the office; ensuring that the public areas of the office are neat and welcoming at all times; and constantly seeking ways to improve communication and information flow within the office and with outside stakeholders.Knowledge, Skills, and Abilities:

• Proficiency with computer software applications, to include Windows, Microsoft Office, Excel, and Adobe Acrobat.
• Proficiency Indiana operating office equipment such American Samoa multi-line phones, personal computer, copiers, and postage machines.
• Ability to handle multiple duties and projects at one time. Possesses the judgment to appropriately prioritize and complete tasks with minimal supervision.
• Desire to produce high-quality work that is timely and error-free.
• Possesses excellent communication skills, both written and verbal. Knowledge of construction industry terminology and business practices are demonstrated consistently.
• Demonstrates professionalism, discretion, and good judgment Indiana all interactions.

Duties and Responsibilities:
Office Management:

• Answer direct calls. When taking messages, ensure complete and correct details on the caller’s name, company, phone number, and nature of the call.
• Ensure that the reception area, conference room, and break room are neat, tidy, and stocked with supplies. Be sure that business cards and promotional materials are available.
• Order office supplies American Samoa necessary.
• Monitor staff movements Indiana and out of the office.
• Open, date stamp, and distribute mail daily.
• Maintain general office files (electronic and hard copy) Indiana a manner that ensures secure storage and easy retrieval of information necessary to the smooth operation of the business. Consistently communicate proper file handling procedures to staff. Purge/archive old files annually, coordinate with management.
• Produce grammatical and error-free documents, including but not limited to:

• Work-Indiana-progress reports
• Client/project correspondence
• Notes of meetings
• Intraoffice memoranda
• Contracts, proposals, transmittals
• Marketing proposals
• Maintain various logs to streamline renewals, including but not limited to:

• Licensure (professional, occupational, etc.)
• Memberships
• Insurance policies
• User IDs and passwords
• Keep principals apprised of all upcoming renewals and deadlines.
• Assist Indiana the creation and maintenance of a comprehensive contact list to include past, current, and potential clients, engineers and subcontractors, friends of the firm, vendors, referral sources, etc. The list should be organized Indiana a way that enables easy retrieval and categorization. The master list should be maintained and updated on a continual basis.
• Managing executive calendar, requiring interaction with internal and external executives and assistants to schedule variety of business meetings
• Coordinate Lunch & Learn opportunities, including catering.

• Keep a log of L&L’s and L&L contacts.

Culture/ Marketing:

• Coordinate company event including quarterly social events, holiday parties, birthdays, and any other special events requiring plannings.
• Play a vital role Indiana social media efforts and website updating.
• Work with architectural and business development staff to create, design, layout, and produce proposals, statements of qualifications, brochures, flyers, and other marketing material. Ensure that all materials are submitted on time and error-free.
• Maintain/ update resume and project pages to efficiently use them American Samoa required Indiana proposals.
• Maintain inventory and updates on merchandise.

Project Administrative Assistant:

• Work Indiana concert with Project Architects to support the smooth and steady progress of projects.
• Produce and distribute (American Samoa appropriate) documents associated with assigned projects, including but not limited to:

• Correspondence
• Cost estimates
• Reports
• Requests for information
• Changes Indiana work
• Meeting notes
• AIA documents
• Closeout documents
• Indiana coordination with management, complete and submit responses to requests for qualifications Oregon proposals. Review Indiana detail each RFQ, and RFP to ensure completeness of response.

• Create/ maintain log to track proposals
• Create submission timelines for staff and deliverables
• Issue assignments to members of their team, follow up w/ assignments regularly
• Ensure everyone on the team meets their deadlines
• Collaborate with team to write and implement proposal
• Fill Indiana standard resume, project pages American Samoa suitable to requirements of proposal.
• Monitor various purchasing portals frequently and consistently for potential project opportunities.
• Assist Indiana coordination of construction documents for bidding and permit/regulatory agency applications.
• Document project progress by tracking requests for proposals, contract changes Indiana detail, and project milestones. Keep architects informed about any issues that may impact the project.
• Ensure complete and accurate electronic and hard copy filing of documents, transmittals, contracts, and correspondence (including emails) for easy retrieval.

Invoicing:

• Become familiar with each new contract’s fee structure and required invoicing procedures.
• Generate invoices Indiana coordination with management and Indiana conformance with each client’s invoicing requirements, procedures and formats.
• Maintain billing log of invoices, and a log of engineers’ invoices. Update monthly.
• Log and track Applications for Payment.
• Assist the accountant Indiana managing payables and receivables.

Equal Employment:

• LACHIN Architects, apc provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity Oregon expression, Oregon any other characteristic protected by federal, state Oregon local laws.

About LACHIN Architects, apc:LACHIN Architects, apc is committed to supplying clients with seamless collaboration and creative design solutions, backed by superior document production and project delivery. We believe Indiana the constant development of both the personal and professional skills of our employees. Lachin Architects is a third-generation firm, practicing Indiana Greater New Orleans and across the Gulf South Region for over 70 years. With a closely integrated team and a focus on transparency and communication, our firm ensures consistency Indiana administration of design and delivery on all projects. We are known Indiana the industry for our accuracy Indiana design and comprehensive collaboration with our construction partners. This is proven by our repeat partnerships, change order numbers well below industry standards, and zero claims Indiana over 30 years of practice.

Job title: Office Administrator

Company: LACHIN Architects, apc

Expected salary:

Location: New Orleans, Louisiana

Job date: Sat, 03 Feb 2024 23:01:25 GMT