Description

• Maintain records archiving and retention process, with input from project managers.
• With Director of Office Operations, liaison with building management (building access, concierge, office cleaning, maintenance/repair, etc.)
• Manage all day-to-day operations with an approach of continual improvement toward general office functions, maintaining office supply inventory, and providing general tidying and upkeep of office environment.
• Coordinate and schedule studio Lunch and Learns for Continuing Education for technical staff.
• Review/approve local vendor invoices (for routine, contracted services)
• Routinely compile a list of maintenance repairs and coordinate Director of Office Operations for resolution.
• Assists with travel arrangements and coordination with travel agent, as needed.
• Create positive first impressions when greeting our guests and provide exceptional hospitality level services during their visits.
• Coordinate with Director of Office Operations and provide back-up support, as needed, to Region-Wide Operations Team
• Coordinate and schedule vendor activities, equipment servicing, and other office maintenance contractors, such as cleaners, etc.
• Support Managing Principals, Project Managers, and Director of Office Operations, with additional tasks, as requested.
• Collaborate with local team, as well as company-wide IT team, providing basic troubleshooting, including printer/toner issues, paper jams, setting up docking stations, etc.
• Assist in preparing, monitoring and managing the annual office expense budget and prepare quarterly reporting, in coordination with Managing Principals and Regional Office Manager
• Coordinate and facilitate with building management regarding events, fire drills, inspections, etc.
• Review/approve time sheets and expense reports in a timely fashion, as well as assisting Principals with compiling receipts and submitting expenses.
• Coordinate/plan office-wide staff events in conjunction with Director of Office Operations and the Managing Principals.
• Under direction of the Project Manager, assist with prime agreements, work authorizations, master agreements, certificate of insurance, W-9’s, etc.

Requirements

• Excellent organizational, time management, and communication skills
• Associate or bachelor’s degree required.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Experience with Affinity Desing Suite and Deltek Vision is a plus.
• Minimum of 5 years or more experience as Administrative Assistant, Office Administrator, or similar, for a small to medium size business entity
• Ability to establish and enhance effective working relationships with co-workers.
• Be self-motivated with the ability to respond to issues of urgency, in a timely manner.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance