Office Administrator

People over things. Relationships over ego. Solutions over obstacles.

At AG Architectural Solutions, we believe architecture is ultimately about people. Our clients are more than projects, and our team members are more than positions on an organizational chart. We invest in relationships, listen to different perspectives, and create an environment where every member of our team has a voice and is encouraged to contribute. We do not believe in a dictatorship of ideas;
we believe the strongest solutions come from people. People who work together, challenge one another, and share responsibility for a united outcome.

Our work spans a wide variety of market sectors, project types, and scales—from commercial and industrial environments to hospitality, retail, restaurant, and specialized projects. While every project brings different challenges and opportunities, our approach remains consistent: understand the people we serve, understand what they are trying to accomplish, and work collaboratively to find the right solution.

We are dedicated to the success of our clients and to the growth and success of our team. Everything we do is grounded in four core values: True Honesty, Servant Leadership, Dedicated to Quality, and Finding Solutions Through Collaboration. These aren't simply words on a wall—they are the principles that shape how we lead, how we work, and how we deliver architecture.

Administration Department – Office Administrator

Primary Responsibility:

The Office Administrator’s primary purpose is to provide administrative, organizational,

and document-production support to the Principal Architect and Project Management

team. This position is responsible for helping the office maintain accurate and organized

records, facilitating proposals and contracts, managing schedules and administrative

tasks, and supporting the preparation of professional project and marketing documents.

The Office Administrator serves as a key administrative resource for Leadership and the

Project Management team, helping ensure that important administrative tasks, deadlines,

documents, and communications are completed accurately and in a timely manner.

Department

Staff

Description of Roles

The Office Administrator provides administrative support to Leadership and the Project

Management team. This position requires strong organizational skills, attention to detail,

professional written communication, and the ability to manage multiple priorities.

Responsibilities include:

- General Expectations:

o Maintain a high level of organization and attention to detail.

o Demonstrate excellent written and verbal communication skills with leadership,

staff members, clients, consultants, vendors, and other parties.

o Demonstrate the ability to prioritize multiple tasks and meet deadlines.

o Take initiative to identify administrative needs and follow through on assigned

responsibilities.

o Maintain familiarity with standard office practices and procedures.

o Demonstrate proficiency with Microsoft Office and other commonly used

business software.

o Demonstrate the ability to learn and effectively use company-specific software,

systems, and procedures.

o Responsible for continuously identifying opportunities to improve office

efficiency by recommending better procedures, software, and workflows, and

leading their implementation across the firm.

o Assist in maintaining current office forms, templates, procedures, and

administrative documents.

o Assist with preparation of internal office communications and documentation.

o Assist with general office coordination and administrative tasks as needed.

o Maintain confidentiality of company, client, financial, contractual, and

personnel information.

- Principal Architect Support:

o Provide administrative support to the Principal Architect and Leadership.

o Assist the Principal Architect with general paperwork, correspondence, forms,

and administrative tasks.

o Assist with preparation, formatting, and organization of architectural contracts

and contract-related documents.

o Assist in drafting and formatting contract documents based on direction from

the Principal Architect.

o Facilitate preparation of proposals, fee proposals, and other client-facing

documents.

o Assist with tracking proposals, contracts, approvals, signatures, and other

required administrative follow-up.

o Maintain organized records of contracts, proposals, and other Leadership

documents.

o Maintain the Principal Architect’s calendar and schedule.

o Schedule meetings, calls, appointments, and other events as directed.

o Assist the Principal Architect in maintaining and organizing daily and weekly to do lists.

o Track important deadlines, follow-up items, and commitments for the Principal

Architect.

o Identify upcoming deadlines or outstanding items requiring attention and

communicate them to the Principal Architect.

- Project Management Support:

o Provide administrative and document-production support to Project Managers

as requested.

o Format project documents, reports, letters, meeting materials, and other

project-related documents.

o Incorporate Project Manager feedback, redlines, and markups into office and

project documents.

o Maintain current versions of office and project documents and help ensure

outdated versions are removed or archived as appropriate.

o Assist Project Managers with preparation and formatting of client

correspondence and project documentation.

o Assist with organizing project administrative files and documentation.

o Help maintain standard office templates and project-related forms.

o Assist Project Managers with document quality control, including formatting,

consistency, spelling, grammar, and completeness.

- Business Development & Marketing:

o Assist with preparation, formatting, and tracking of Requests for Qualifications

(RFQ), Requests for Proposals (RFP), Statements of Qualifications (SOQ),

and other business development documents.

o Gather and organize project information, photographs, project descriptions,

staff information, resumes, and other materials required for proposals, RFQ

responses, and marketing materials.

o Coordinate with Project Managers to obtain updated project information and

photographs.

o Assist in maintaining an organized library of project photographs and

marketing materials.

o Assist with maintaining and updating the company website.

o Upload and organize project photographs and project information.

o Update project descriptions, project status, and other website content as

directed.

o Assist with preparation and scheduling of social media content.

o Format photographs, graphics, project descriptions, and other content for

social media use.

o Maintain consistency of company branding across website, social media, proposals and other marketing materials