Office Administrator

Job Description

Job Description

PGAL is a national design firm specializing in architecture, interiors, engineering, and planning for a diverse group of public and private sector clients. We believe great design grows from a supportive and energized environment. That’s why we encourage initiative, value diverse perspectives, and give team members the opportunity to take meaningful ownership of their work. From your first day at PGAL, you will be part of a collaborative process where your voice matters and your contributions make a real impact. If you are seeking a firm where design excellence is matched by commitment to professional development and a culture that values people, PGAL offers a place to thrive and grow.

PGAL is seeking an organized, proactive, and personable Office Administrator to support the day-to-day operations of our Boca Raton office. This individual will serve as a central point of coordination for the office, helping maintain an organized, professional, and welcoming environment while providing administrative support to our professional staff. The ideal candidate is highly organized, attentive to detail, comfortable managing multiple priorities, and enjoys working with people in a collaborative architecture and design environment. Tasks may vary from day to day as project and client demands require. The core office business hours are 8:30 am to 5:30pm, Monday to Friday.

Responsibilities:
-Welcome clients, consultants, vendors, and visitors and serve as a professional first point of contact for the office.
-Answer and route incoming calls and general office communications.
-Manage incoming and outgoing mail, packages, deliveries, and couriers.
-Maintain an organized, professional, and welcoming office environment, including common areas and conference rooms.
-Order and maintain office, kitchen, and general studio supplies, and coordinate with building management, vendors, and service providers as needed.
-Provide general administrative support to principals and professional staff, including calendars, scheduling, meeting coordination, printing, research, and document preparation.
-Coordinate travel arrangements and assist with expense reports and related documentation.
-Prepare, format, proof-read, and organize correspondence, meeting minutes, reports, presentations, and other business documents.
-Assist with internal administrative processes, filing, record keeping, and document organization.
-Provide occasional administrative and production support for proposals, RFQs/RFPs, resumes, project information, and other marketing materials, including formatting, proof-reading, assembly, and organization.
-Support employee onboarding, including coordination of workstation preparation and other office-related needs.
-Perform other general administrative and office support duties as needed to support the professional staff and day-to-day operations.

Qualifications:
-Associate’s or bachelor’s degree preferred.
-2+ years of experience in office administration, reception, or administrative support. Experience in architecture, engineering, construction, design, or another professional-services environment is a plus.
-Proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
-Familiarity with Adobe InDesign or Adobe Creative Suite is a plus.
-Excellent written and verbal communication skills.
-Highly organized with strong attention to detail and follow-through.
-Ability to prioritize and manage multiple responsibilities in a busy, collaborative office environment.
-Professional, personable, resourceful, and comfortable interacting with clients, consultants, vendors, and staff at all levels.
-Ability to work independently while contributing to a team-oriented office.
- Must be legally authorized to work in the United States for any employer without sponsorship

PGAL offers a comprehensive benefits package that includes medical, dental, vision, disability, life insurance, flexible spending accounts, a 401(k) plan, and profit sharing. We also offer paid leave, including holidays, PTO, and paid parental leave. If you are passionate about great design, team collaboration, and creating change in communities across the country, we want to hear from you.

An Equal Opportunity Employer, including disability and protected veteran status

PGAL is a VEVRAA Federal Contractor