Hybrid Office Assistant at Kaas Wilson Architects LLC

Description

Job Summary:

The Office Administrator is detail-oriented, professional, self-motivated, personable, articulate, and a team player. This is an in-person position.

Direct Supervisor:

Office Manager

Duties/Responsibilities:

• Handle mail, email, voicemail, and incoming/outgoing packages.
• Greet and direct visitors, clients, and callers.
• Coordinate the printing, binding, and delivery of project documents.
• Update tracking spreadsheets for shipping and courier needs to ensure accurate billing.
• Maintain an orderly office environment; restock the coffee bar, food, and beverage coolers as needed.
• Monitor monthly expenditures for all office supplies to remain within budget.
• Coordinate and manage appointments, meetings, lunches, and the conference room schedule.
• Coordinate staff events and assist with planning and preparation for client events as needed.
• Schedule office lunch-and-learn sessions with vendors; coordinate food orders and deliveries, track dietary restrictions, configure audio/visual needs, document attendance, and clean up meeting spaces.
• Provide administrative support to the Leadership Team as needed, including communicating daily check balances to appropriate parties.
• Support Human Resources in the role of Culture Champion.
• Maintain project information spreadsheets.
• Liaison to IT in the home office.
• Oversee the maintenance of office facilities and equipment.
• Perform other duties as assigned.

Requirements

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management and prioritization skills, with a proven ability to meet deadlines and multi-task as needed.
• Ability to function well in a fast-paced environment.
• Ability to prioritize tasks and to delegate them when appropriate.

Education and Experience:

• 1-3 years relevant office administration experience, preference given to those with experience in an architecture, engineering, or construction office setting.