Are you an Office Professional interested in your next career challenge? Are you ready to have a positive input on our company success and daily operations? Better yet, are you looking to have part in building your community?

If you’re ‘nodding yes’ to these questions, you’re likely the professional we want to visit with…

HGF Architects is seeking an efficient, organized, and detailed professional to join our team as a Full-time Office Administrator. The Office Administrator reports to and is under the direction and supervision of the Co-Founders. The Office Administrator provides administrative support to the office of HGF Architects and the Granite Tower.*

Qualifications

·Highschool Diploma or GED required.

·2 – 3 years of experience providing secretarial office support, administrative or executive assistance.

·Requires demonstrable Fundamental working knowledge of concepts, practices and procedures and ability to apply in varied situations.

·A familiarity with QuickBooks and creating, distributing, and receiving invoices.

·3 years’ experience with Microsoft Office products such as Word, Excel, and PowerPoint.

Additional Knowledge, Skills, and Abilities (KSA)

Administrative — Knowledge of administrative and office procedures and systems such as word processing, managing files and records, QuickBooks, designing forms, and workplace terminology.

English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Computers— Knowledge of computer software, including applications, email communication, and basic office machines such as scan/fax machines.

Administration— Knowledge of business and resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

Reading Comprehension — Understanding written sentences and paragraphs in work-related documents.

Speaking — Talking to others to convey information effectively.

Service Orientation — Actively looking for ways to help people.

Writing — Communicating effectively in writing as appropriate for the needs of the audience.

Coordination — Adjusting actions in relation to others' actions.

Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Time Management — Managing one's own time and the time of others.

Active Learning —Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Understanding the implications of new information for both current and future problem-solving and decision-making..

Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one.

Near Vision — The ability to see details at close range (within a few feet of the observer).

Duties and Responsibilities

· Answer incoming phone calls and direct them to proper person/department.

· Maintain and organize filing system.

· Order supplies as necessary to stay fully stocked. Such as postage, kitchen supplies, and office supplies.

· Schedule meetings and appointments for Co-Founders and other employees.

· Assist with Specifications- compiling subconsultant specifics along with office specifics for each project.

· Distribute mail and emails to appropriate destination.

· Assist with Documents- Contracts, Construction change direction (CCD), Change orders, fill out bank deposit slips, edit and complete Architectural and business forms.

· Organize and distribute Shop Submittals.

· Manage employee personnel files and have readily available new hire documents.

· Make certain petty cash is accounted for and collect receipts for purchases.

· Track, create, and send monthly invoices for tenants of The Granite Tower.

· Post and keep records of rent payments.

· Uphold Lease renewals and rental increases for tenants of the Granite Tower.

· Assist with the creation of new Lease agreements as well as renewals.

· Handle tenant issues such as janitorial/maintenance/heating/cooling issues, etc.

· Contract outside companies in scheduling for maintenance issues that may arise.

· Check and confirm that authorized contacts are up-to-date on store credit accounts.

· Perform other duties as assigned.