Description

· Communicate with architects/engineers/contractors/owners on all project information

· Perform general office support to the project team to include answering phones, taking notes, drafting correspondence, calendar management, data entry, and reporting

· Coordinate and organize various office gatherings and initiatives, fostering a positive and enjoyable atmosphere for team members and visitors

· Maintains appointment schedules by planning, scheduling, and organizing complex activities such as meetings, conferences, teleconferences, and travel

· Record, type and distribute reports, correspondence and other office documents.

· Establish, develop, maintain, and update filing system, correspondence, expense reports, etc. for the Charleson Office Director, Studio Directors and HR Director

· File and retrieve corporate documents, records and reports

· Organize and prioritize large volumes of information and calls

· Respond to regularly occurring requests for information

· Act as a liaison with other departments firmwide offices and outside agencies, including high-level staff

· Type and design general correspondences, memos, charts, tables, graphs, business plans, etc. Proofread copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy

· Organize outside vendor presentations/lunches, office events and functions

· Maintain confidence and protect operations by keeping information confidential

· Provide telephone support and reception for visitors.

· Send/receive packages, UPS, etc.

· Rental Car and Travel assistance

· Maintain inventory and order office supplies as needed

· Perform general office support to include answering phone, taking notes, drafting correspondence, calendar management, data entry, and reporting

· Maintain document control to include producing, filing, printing, binding, and delivering

· Manage studio contacts

· Assist with schedule maintenance and reminders

Additional Responsibilities that may be required: 

· Provide Firm-wide clerical assistance as needed

· Process AIA contract modifications

· Process Newforma (and/or Procore) RFI’s, submittals, change orders

· Perform other duties as directed

Requirements

· High School Diploma or GED Equivalent

· Two (2) years related experience in a fast paced professional environment

· Proficiency with Microsoft Outlook, Word, PowerPoint, and Excel software

· Familiarity with Adobe Creative Suite software

· Knowledge of administrative and clerical procedures

· Excellent time management skills

· Ability to effectively and confidently prioritize and execute tasks with many competing priorities

· Ability to absorb new ideas and concepts quickly

· Effective verbal and written communication skills

· Strong interpersonal skills

· Good analytical and problem-solving abilities

· Ability to provide excellent customer service (internally and externally)

· Strong attention to detail

· Exceptional organizational and follow-through skills

· Ability to manage information with a high level of detail and accuracy

· Self-motivated and ability to work independently

· Proven ability to assess factors, make, and communicate decisions 

· Demonstrated cultural awareness and sensitivity

Preferred Qualifications:

· Bachelor’s degree

· Experience in an architectural, engineering, or construction Firm 

· Experience with Newforma Project Center

· Experience with Bluebeam PDF Revu 

· Experience with Deltek Vision software

· Knowledge of AIA document software

Workplace Environment 

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

While performing the duties of this job, the employee may be exposed to hazardous working conditions in conjunction with construction site visits. The noise level in the construction zone may be loud.

While performing the duties of this job in the office work environment, the employee will not be exposed to hazardous working conditions. The noise level in the office work environment is usually moderate.

 McMillan Pazdan Smith Architecture provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation or gender identity), national origin, age (40 or older), disability or genetics. In addition to federal law requirements, McMillan Pazdan Smith Architecture complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment. Applicants also have rights under the following Federal Employment Laws: Family and Medical Leave Act (FMLA), Equal Employment Opportunity (EEO), Employee Polygraph Protection Act (EPPA).