Primary Function

Work to enhance office culture and facilitate office activities and operations while providing production support as requested.

Each office may have its nuances; therefore, the task may vary from location to location.

TYPICAL DUTIES

Act as the first point of contact and provide a high level of service for all guests.
Ad hoc projects as requested.
Address employee questions regarding office supplies and other general office needs.
Answer phones, screen calls, forward messages, and answer routine questions as appropriate. With the intent to enhance the callers' experience, phone calls must be forwarded to the appropriate staff and returned within 24 hours.
As determined per office location, an office administrator may routinely support different firm-wide corporate functions such as supporting Corporate Legal Counsel in maintaining the firm’s state registrations, confidential word, excel, and other document development requests, rebooting dormant user computers, providing secure storage and access to A/E licensure seals, changing back-up tapes, etc.
As requested, make travel arrangements for Practice Discipline Leaders and Project Managers.
Assist HR with onboarding new staff, including office/desk set-up, ordering keys, and other logistics, attending career fairs, and helping plan wellness events.
Assist in office moves/relocations (cleaning, filing, storing files, coordination of multiple tasks.)
Attend meetings as requested by Corporate Administration Leader.
Coordinate on and offsite meetings request, oversee meeting set-up and clean-up, and support meetings as requested.
Plan and coordinate professional and social office events. Support Principals and Associate Principals in facilitating events that advance the office culture and community as requested.
Credit card expense reconciliation for Practice Discipline Leaders.
Ensure that office equipment is operational and serviced as required.
Facilitate day-to-day operations to include appearance and cleanliness of office; order and organize office supplies and snacks; mail coordination.
Manage UPS, Fed/Ex, couriers, and other shipping needs.
Primary point of contact for building management regarding maintenance and emergency issues. Coordinate maintenance visits, HVAC, and other facility related issues.
Register office visitors in the building management system.
Strategize with PT to order materials for LAB or help maintain materials library in appropriate locations.
Support production with additional administrative duties and construction administrative support (RFI's, Submittal Logs, AIA Contract Documents, Change Orders, Consultant Agreements, etc.)
Utilize AIA contract documents to assist in contract development.
Working with Practice Discipline leaders plan and provide lunch and learns that provide CEU credits.

Skill, Knowledge, Education And Experience

Bachelor’s degree or high school diploma with relevant certification(s) such as CAP, CDFA, etc., or similar administrative experience demonstrating an ability to adapt and learn quickly working with minimal supervision.
A general understanding of the coordination aspects and related requirements of administration.
Ability to establish and maintain effective relationships.
Detail-oriented, self-motivated, enthusiastic, and flexible.
Ability to interact with all people in a professionally respectable manner in various business and social settings.
Proficient in MS Office (Word, Excel), AIA Contract Documents preferred, not required.

Physical Requirements

Capable of traveling to and from various offices for attending meetings.
Ability to use office equipment for communication and documentation purposes.
Visual acuity to perform responsibilities.