What are the responsibilities and job description for the Administrative Coordinator position at Perspectus Architecture?
Perspectus
June 7, 2024
We are seeking an organized and detail-oriented Administrative Coordinator to join our architecture design firm. The ideal candidate will play a role in project administration, clerical accounting, and general office management to ensure smooth operations of our projects and office activities. This role requires a proactive individual with excellent communication skills and the ability to multitask effectively. The Administrative Coordinator will report to the Director of Finance, to develop and improve operational procedures and efficiencies, firmwide.
Key Duties and Responsibilities:
Foster a collaborative and innovative work environment that promotes creativity, excellence, and continuous improvement.
Project administration and accounting:
- Set up new projects and save pertinent documents.
- Enter project information into project management and accounting software. Work with project managers to ensure completeness and accuracy of project data.
- Coordinate billing schedules with consultants and manage project updates.
- Manage client and builder portals, (i.e. ebuilder, Procore, Textura, Coupa, Oracle)
- Set up new vendors and obtain necessary documentation.
- Review and distribute consultant invoices for approval. Enter approved invoices.
- Prepare consultant payments and manage monthly bill payments.
- Compile invoice backup for electronic distribution to clients and respond to client inquiries.
- Follow up on past due invoices and issue statements and finance charges when necessary.
- Ensure accurate entry of invoices, expenses, and credit card transactions.
- Maintain vendor certificate of insurance (COI) information.
- Manage project set up through closure processes.
General Office Management:
- Manage front desk duties including greeting visitors, incoming calls, receiving packages, handling office shipments, and maintaining cleanliness in common areas including the kitchen.
- Manage office supplies ordering, travel arrangements, and professional license/membership renewals.
- Coordinate lunch and learn sessions with outside vendors and reserve conference rooms for meetings.
- Manage incoming and outgoing mail.
- Other tasks as deemed necessary for this position
QUALIFICATIONS
Bachelor's degree in Business Administration, Accounting, or related field preferred.
2 years of administrative experience, work experience in the field of Architecture, Engineering, or Construction, preferred.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and project management software (Ajera experience is a plus).
Excellent organizational and time management skills with the ability to prioritize tasks effectively.
Strong attention to detail and accuracy in data entry and financial record-keeping.
Ability to work independently as well as part of a team in a fast-paced environment.
Strong communication, organizational, and problem-solving skills.
If you are a proactive individual with a passion for administrative excellence and a desire to contribute to the success of a growing architecture firm, we encourage you to apply for this position.
This is a full-time (40 hours/week), in-office position with benefits, including medical, dental and vision insurance, short term and long term disability and 401k.
Interested candidates should submit a PDF of their resume, references, and statement of interest.
Job Type: Full-time
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Health savings account
- Paid time off
- Parental leave
- Vision insurance
Schedule:
- Monday to Friday
Work Location: In person
Job Type: Full-time
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Health savings account
- Paid time off
- Parental leave
- Vision insurance
Schedule:
- Monday to Friday
Work Location: In person
Salary : $45,000 - $55,000