Office Administrator

Job Description

Job Description

Office Administrator

Applicants will serve as part of an administrative team that is the backbone of our workplace. Applicants must have the ability to take initiative, anticipate office needs, and resolve routine issues independently. Applicant must be capable of managing multiple priorities to keep our firm running smoothly. Exceptional verbal and written communication, superior time-management and multitasking skills, with attention to neatness, detail, and accuracy are required.

Key Responsibilities

Oversee day-to-day office administrative functions, maintain a clean and organized workspace, and ensure all office equipment is fully functioning properly. Act as the first point of contact for clients and visitors, answering and routing incoming phone calls, and maintaining common office areas. Sort and distribute incoming mail, packages, and deliveries; coordinate outgoing shipments and courier services. Monitor, order and restock office, kitchen, and plotter/printer maintenance stock. Coordinate with building management, IT support, cleaning crews, and office equipment vendors. Manage shared office calendars, schedule meetings, book continuing education seminars, and assist with corporate travel arrangements. Assist in the organization and planning of internal company events, team meetings, employee celebrations, and catering. Maintain and update all company marketing materials and social media. Track changes and update all marketing materials. Prepare, organize, and maintain digital and physical records, documents, and filing systems with high confidentiality. Help process invoices, waivers, and COI’s. Track project expenses, and assist with basic billing or time-tracking entry. Assist with new employee onboarding including workstation setup, email creation, and keycard access.

Experience

Candidate must have 5-10 years of administrative or office management experience. Experience with architecture, engineering, or creative firm is preferred. Associate or bachelor’s degree in business administration or a related field is a plus.

Software Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams) InDesign, Photoshop, Adobe Acrobat Pro and Bluebeam. Knowledge in Deltek Vision/Vantagepoint is a plus.

\nCompany Description

Harris Architects Inc. is a well known commercial industrial architecture firm located in the Schaumburg, Illinois, providing over 54 years providing Architectural services in 32 US States and 2 Canadian Provinces.

Company Description

Harris Architects Inc. is a well known commercial industrial architecture firm located in the Schaumburg, Illinois, providing over 54 years providing Architectural services in 32 US States and 2 Canadian Provinces.