What are the responsibilities and job description for the Contracts and Studio Administrator position at IA Interior Architects?
At IA Interior Architects, our team members are collaborative, creative, professional, expert and entrepreneurial. Joining our team requires skill, daring, leadership, teaming, humor and a love of interiors. We are presently searching for a full-time Contracts Administrator/Studio Administrator in the Charlotte, NC Studio.
This will be a hybrid role that supports both functions of the studio. As Contracts Administrator, you will coordinate all architectural functions from the receipt of RFPs and proposals through the completion of construction.
Additional responsibilities will include:
• Coordinate the contract process with Finance, Project Managers, and potentially Clients.
• Prepare Project Information Worksheets (PIW’s), Contracts, etc. under the supervision of the Project Manager.
• Help review of blue books with the Project Manager.
• Possibly help file project related communications and documents electronically.
• Help prepare billings if requested.
• Possibly track contract and billing status with Client procurement.
Supporting as a Studio Administrator, specific responsibilities will include:
- Assist with monthly billing, including matching backup documentation with applicable projects and preparing invoices for mailing
- Gathers and compiles information and produces reports (project status, staffing financials, etc.)
- Prepares invoices and assists with collections
- Processes accounts-payable invoices and expense reports
- Assists with phone support - answers and routes incoming calls. Greets office visitors
- Handles incoming and outgoing mail and deliveries
- Answers routine correspondence
- Establishes and maintains files
- Ensures office maintenance and assists with ordering of office supplies
- Assist with timesheet collection
- Assists with program, and special projects as needed
- Assists in planning office-wide events, holiday parties, etc.
REQUIRED EDUCATION AND WORK EXPERIENCE
• Associate's degree or equivalent experience.
• 3 years’ work experience.
• 1 year accounting experience preferred.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
• Familiarity with commercial interior architecture and/or design firms preferred.
• Advanced MS Office application skills.
• Intermediate verbal and advanced written communication skills.
• Advanced analytical skills.
• Intermediate accounting and financial forecasting skills.
• Proven ability to take responsibility for a project and to follow-up with involved individuals until all issues are resolved.
• Proven ability to multi-task.
• Proven attention to detail.