Office Administrator

JOB DESCRIPTION

John C. Williams Architects, LLC seeks an enthusiastic, motivated self-starter to join the administrative team. This position will provide administrative support to the organization, including the Principal Architect of the firm. Currently, the two (2) person administrative team needs assistance with office management, collections, and marketing. As we are a small firm, the administrative team collaboratively works together to provide a solid foundation for the registered architects and designers at John C. Williams Architects, LLC. This position comes with responsibility and leadership with plenty of opportunities to experience New Orleans through an architectural lens. The candidate will play a proactive role in the organizing and the managing of all of the following:

Main Administrator Responsibilities:

• Performing secretarial and administrative duties.
• Front-desk responsibility- answering calls, greeting clients, making travel arrangements, and managing mail and courier services.
• Ability to handle sensitive project, business, and personnel information.
• Typing, formatting, and editing emails, documents, and presentations.
• Reviewing Principal’s e-mails and schedule, including checking incoming/outgoing emails.
• Scheduling appointments via Outlook and sending email and verbal reminders if applicable.
• Prepare the Principal's timesheet for payroll
• Maintaining the contact list and composing Thank You notes.
• Scheduling continuing education units for principal and staff development.
• Copying, scanning, and sending documents
• Work with IT company and equipment and program vendors to ensure all equipment is kept running in proper order.
• Assist with maintaining and renewing office subscriptions and the Principal's Architect and Firm licensure.
• Liaising with regulatory agencies of an architectural nature
• Ability to communicate information, whether technical or non-technical to staff members and Clients, in a clear and concise manner.
• Ability to recognize time-sensitive emails and respond accordingly.
• Collection of past due invoices
• Preparing office facilities - taking inventory and requesting/stocking office supplies
• Maintain a neat and clean office environment.
• Observing best business practices and etiquette.
• Keep general knowledge of Architectural team's projects and schedules.
• Eventually being familiar with the onboarding process of new employees.
• Accounting Support: Familiarity with Quickbooks a plus, but not required.

Marketing Responsibilities (Preferred):

• Attending events on behalf of the Firm
• Contacting potential clients to establish rapport and arrange meetings.
• Follow the latest industry developments and stay up-to-date on industry developments in the City of New Orleans (i.e. reading and reporting on relevant publications)
• Planning and overseeing new marketing initiatives.
• Proficient in Adobe Creative Suite

Job Requirements:

• Bachelor’s or college degree required.
• Proven experience as an office administrator in the AEC industry.
• Extensive experience in creating documents and spreadsheets, using office software such as Microsoft Word, Excel, PowerPoint and Teams. Experience with Adobe Creative Suite and Quickbooks preferred.
• Working knowledge of printers, copiers, scanners.
• Advanced writing, typing, note-taking, recordkeeping, and organizational skills with the ability to multitask.
• Proactive, tactful and diplomatic team player.

On-the-job Training: If the above job description applies to 75% of your skillset and you have a passion for architecture, on-the-job training is subject to the Firm's evaluation following the interview process. We are searching for someone with staying power. Recent graduates from architecture schools welcome to apply, provided that full dedication be given to the above administrative job responsibilities.

Job Types: Full-time, Part-time

Pay: From $48,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 4 hour shift
• 8 hour shift

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• New Orleans, LA 70113: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location