Administrative Assistant

Architecture

• Provide typing, word processing, dictation, copying, and distribution of all correspondence required by the Architecture, Consulting and Design staff.

• Create and maintain departmental files.

• Process departmental timecards.

• Prepare the necessary prepay request forms for approval.

• Reconcile company credit card statements.

• Coordinate and assist with the procurement of Architecture / Consulting Department office supplies and specialty items as needed.

• Coordinate Architecture / Consulting / Design travel arrangements.

• Expediate Construction Administration for Architecture and Design Team

• Processing of RFI’s, submittals and other Construction Administration documents

• Utilize in-house specification writing application to log / track Furniture, Fixture & Equipment (FF&E) submittals.

• Assist design staff with organization and tracking of project documentation and distribution to project team.

• Assist staff with scheduling project meetings.

• Assist and promote a clean and tidy working environment.

• Department and corporate phone coverage, as needed.

• Assist with scheduling Continuing Education Luncheons and Design Vendor presentations, specifically for Architecture and Design.

• Any other services, acts, or things necessary or advisable to manage and conduct the business of the Company.

• Must be highly organized and detail orientated.

• Good verbal and written communication skills and work well in a team organization.

• Working knowledge of Current Office 365 applications: Outlook, Word, and Excel.

• Knowledge of web-based meeting platforms: Zoom, Teams, etc.

• Efficient with web-based file sharing and construction applications: OneDrive, Autodesk Construction Cloud, Procore, CMiC, etc.

• Proficient with Adobe Acrobat and/or Bluebeam Revu

• Effective time management skills with ability to prioritize and manage multiple tasks efficiently and effectively.

• Position requires excellent people skills in dealing with company/client relationships.

• Must be able to multitask efficiently and effectively.

• Ability to maintain strict confidentiality.

• Minimum five (5) years Administrative Assistant experience required, preferably from an Architectural background.