Administrative Assistant - Architectural Firm

Administrative Assistant -Architectural Firm

Are you punctual, dependable, and detail-oriented? Are able to prioritize multiple tasks with a helpful attitude and growth-minded? Do you thrive in an environment where the roles are defined? If you're ready to make a difference in the world of design while maintaining a fulfilling life outside of work, see the job description below and apply.

APPLY: https://wallacearchitects.com/careers/administrative-assistant/

OBJECTIVE: To assist and support all staff members and clients as necessary to provide top quality architectural services.

Essential Duties and Responsibilities include the following. Other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Maintain a consistent presence at the assigned workstation during designated operating hours to manage a multi-line telephone system, route incoming calls, take and relay messages, and deliver professional and courteous customer service to all callers. Answer (or help get answers) questions, screen calls/messages for importance or necessity of calling staff members when out of the office.
• Assist any staff member with customer service to clients and contractors as needed by performing any office/clerical duties related to everyday tasks or special projects.
• Ensuring all items in the Assist inbox have made it out by their promised time and that the File inbox is caught up to the 48 hour window before leaving on Friday.
• Type/proof/mail correspondence, field reports, memos, all AIA forms, specifications, punchlists, etc. Maintain electronic files of all documents.
• Make necessary telephone calls in preparing/receiving permits.
• Prepare plans, specs, etc. for shipment as needed.
• Training requirements – First two years 4 days of training and 3 days for each year thereafter.
• Work with admin team to check/update SOP’s on a quarterly basis.

Education &/or Experience:

• High School (GED) or equivalent work experience

Language Skills sufficient to:

• Read, write, speak and comprehend English fluently.
• Understand technical instructions and correspondence—both written and oral—write intermediate-level communications, and effectively present information to management, employees, or stakeholders.

Mathematical Skills sufficient to:

• Understand and use basic mathematical relationships and formulas.

Reasoning Ability sufficient to:

• work independently (with little or no supervision), apply common sense to problem-solving, and use diplomacy and tact when addressing issues.
• identify problems, determine effective solutions, and critically evaluate information for accuracy and relevance.
• handle situations involving multiple concrete variables.

Computer Skills and Abilities:

• Basic level of Excel and presentation software;
• Intermediate level of Microsoft Word, Microsoft Outlook, and Microsoft Teams
• Basic to intermediate level of filesharing and editing software as well as aptitude to learn

Physical Demands:

• Regularly sits or uses a standing desk.
• Frequently uses hands and fingers, for instance, to operate office and computer equipment.
• Must be able to reach with arms, talk, and hear in person and by phone.
• Regularly stands, navigates around office spaces.
• Must regularly lift/move up to 15 lbs and occasionally up to 30 lbs.
• Requires close and color vision.

• Work Environment: General office conditions prevail. The noise level is low to moderate. Cooperativeness and flexibility required due to frequent interruptions in a fast paced, dynamic environment presenting multiple demands, constantly shifting schedules and priorities, and simultaneous deadlines.

ABOUT US:

At our family-oriented firm, we believe in fostering a supportive environment where every team member is empowered to work on meaningful and challenging projects. Our mission is to design beautiful, affordable housing for families across the United States, and we’re looking for someone like you to help us achieve that goal.

What We Offer Employees:

• A collaborative and family-friendly work culture
• Opportunities to work on impactful projects
• A comprehensive benefits package including health, dental, vision, disability, life, 401(k), and more

APPLY: https://wallacearchitects.com/careers/administrative-assistant/