Administrative Assistant and Office Manager
Architectural, Design, and Project Management Firm is seeking a motivated and responsible administrative and executive assistant for a small office in Avon, Colorado.
Staff consists of 5-7 professionals with some working remotely and others in the office. Staff members have been with us for more than 5 years and some 10 years.
A background in design, construction, consulting, or architecture office experience is preferred, but not required.
The successful candidate will be able to perform a variety of tasks that include but are not limited to the following:
1. Managing payment of accounts receivable and creating monthly invoices. Monthly invoices will be completed no later than the 5th of the month.
2. Provide cash flow summaries.
3. Assist with creating targets for upcoming months on a monthly basis.
4. Create monthly productivity reporting by Staff member and by project for review.
5. Identify new and prospective clients and projects and assist with creation of proposals and integrated AI technologies.
6. Create and manage prospective new staff members.
7. Monthly reimbursement accounts for staff members.
8. Assist with scheduling of projects and staff timing for projects.
9. Proficiency with QuickBooks, excel and word is required. Ability to work with Adobe products for marketing and presentations preferred.
10. Sort zoning codes and locate existing documents for new projects to determine project requirements.
11. Schedule 2 monthly marketing meetings for select members with existing clients to facility a continuum of service and referrals.
12. Manage project budgets, track Change Orders, Submittals, ASI, and RFIS.
13. Monitor timelines for Planning Submittals, Permit Submittals, and Design Review Submittals.
14. Monitor and inform staff of upcoming code modifications for Building and Planning.
15. Assist in procurement of soft goods, art and furnishings for projects. Include tracking expenses for reimbursement from client.
16. Manage product data and assist with specification redlines and management of consultant sections.
17. Maintain licenses and professional membership for staff members. Assist staff members with licensing requirements, continuing education requirements.
18. Maintain insurance for O and E and Health Insurance.
19. Create monthly productivity reporting by Staff member and by project for review.
20. Monitor productivity to create more efficient operational systems.
21. Maintain office organization, basic cleaning, removal of trash, office supplies, mail pick up and sorting.
22. Identify systems in the office which can be done more efficiently including phone, copying, and organization of samples within the office.
23. Organize needed office upgrades as may be appropriate.
24. Aspire to be a happy beacon of hope, joy, and compassion as life is too short to not be this way.
The work environment is fast-paced and busy, and results are a must.
Local residents desired. If you are planning to move to the area, relocation will need to be complete prior to employment commencement.
Working hours are typically Monday – Friday 8:00 – 5:00 and a long-term full-time position is desired. If it is not a full-time position immediately, the intention is to grow into a full-time position.
Health Insurance, Simple IRA, Wellness Program and Paid Time Off available with full time employment. We look forward to hearing from you and you joining our team!
Thank you.