Administrative Assistant

This role requires understanding of architectural/engineering setting, including project documentation, client communication, and technical support.

Responsibilities:

• Oversee daily office operations, including managing office equipment and coordinating maintenance requirements.
• Organize and maintain office files, documents, and project records, ensuring all paperwork is updated and easily accessible.
• Assist in preparing and distributing project documentation, reports, and presentations for internal and client use.
• Provide administrative support to project managers, architects, and engineers, which includes scheduling meetings, coordinating project deliverables, and maintaining project timelines.
• Assist in the preparation, submission, and tracking of project permits, proposals, and other required documentation.
• Act as a point of contact for clients and vendors, handling inquiries and ensuring timely responses.
• Assist with the processing of invoices, expense tracking, and other financial documentation to support project budgets.
• Manage electronic and physical document filing systems, including project plans, contracts, and other essential records.
• Utilize project management software and other office tools to support the team; proficiency in software like AutoCAD, Revit, or project management tools is a plus.
• Maintain accurate client and project information in internal databases. • Proven experience in an administrative assistant role within the architecture industry
• Proficiency in Microsoft Office Suite including Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, and Microsoft Word
• Ability to handle inbound and outbound calls professionally
• Demonstrated customer service skills and ability to interact with clients in a professional manner
• Experience with data entry and maintaining accurate records
• Ability to manage email correspondence efficiently
• Experience in scheduling appointments and managing calendars
• Ability to handle multiple tasks simultaneously and prioritize workload effectively
• Strong organizational skills with a keen attention to detail
• Excellent communication skills, both written and verbal
• Must have the ability to work independently as well as part of a team.