Vacancy caducado!
Administrative Assistant for Local Architecture Firm
Part or Full Time position (24-32 hours per week)
Compensation DOE
DESCRIPTION:
The Administrative Assistant performs duties to support the operations, financial, leadership and technical teams in keeping the office running efficiently by completing reception, project, invoicing, billing, and financial tasks with a high level of efficiency and accuracy. This position requires exceptional customer service skills and a friendly and flexible attitude with an ability to work collaboratively with all levels of staff, leadership, clients and vendors. Excellent attention to detail and organizational skills are mandatory. The Administrative Assistant is a support role that keeps the entire team successful.
DUTIES AND RESPONSIBILITIES:
Reception/General Office (50%):
Greet and direct guests
Filter and distribute mail
Answer phones and assist or transfer appropriately
Check and respond to voicemails and emails daily
General office upkeep (supplies checks and orders, maintain lounge, scheduling janitorial services, conference room tidiness, etc.)
Schedule Lunch & Learns and coordinate food orders
Request couriers, send overnight mail and packages
Run general office errands as needed
Create office standards to better improve efficiency throughout the office
Update insurance policies and provide certificates of insurance upon request
Plan in-house or off-site events (office parties, retreats, etc.)
Schedule all out of office travel (book flights, hotels, etc.)
Renew business and architecture licenses
Coordinate SWAG orders
Provide general administrative support to employees
Projects/Invoicing/Billing (25%):
Enter and set-up new projects on the drive and in software program
Refine and follow project close-out processes
Enter reimbursable expenses and all subconsultant invoices
Draft invoices and project summaries
Coordinate and manage review of draft invoices
Edit, finalize and email invoices
Run A/R reports and actively follow-up on outstanding invoices
Finances (20%):
Monthly tracking and coding of bank accounts and receipt management
Monthly running of invoicing reports
Assist controller in tracking key financial and performance metrics (employee performance reports, utilities and recurring expenses)
Preparing paperwork for outside accountant
Process and submit payroll under supervision of Controller
HR (5%):
Process and maintain all HR related paperwork, following current laws and policies
Aide in onboarding of new employees and management of onboarding schedules
General liability, professional liability and workers comp insurance policies management and coordination
Provide general HR support to operations team
MINIMUM QUALIFICATIONS:
Education and Experience:
Required:
Bachelors Degree
Minimum two (2) years of related experience
Proficiency with MS Office and strong general computer skills
Licensing and Certification:
Required:
Valid California drivers license
Ability to drive a vehicle for company business and comply with the firms's Motor Vehicle Policy
To be considered for this position, please respond with all of the following:
1. In email, please provide a quick answer to the following question: If you were able to have dinner with anyone (dead or alive), who would it be, why, and what would you eat?
2. Cover letter
3. Resume with 3 references
We look forward to meeting you!
Vacancy caducado!