ADMINISTRATIVE ASSISTANT

Job Description

Job Description

Position Description: The Administrative Assistant will manage multiple priorities, provide quality project team support, and have exceptional external and internal customer service. The Administrative Assistant will support multiple project teams throughout all phases of the design process, including the construction phase. This role will assist with project and team scheduling, presentation meetings, distribution of drawing sets and project manuals, logging submittals, and tracking correspondence. Some other responsibilities will include general administrative tasks such as setting up conference rooms, supporting office events, and providing backup phone coverage for the first point of contact staff at the front desk. This position requires an in-office presence to fulfill a balance between efficient response to urgent daily workflow and hands-on mentoring and team building. A strong ability to prioritize tasks, complete them with thorough and consistent follow-through, and communicate weekly progress is a must.Education/Experience:
Associate degree, bachelor’s degree, or relevant Experience
Two or more years of administrative experience in a professional services environment
Experience in the architecture, engineering, or construction industry is preferred.Exceptional communication, interpersonal, and relationship-building skills.
Experience coordinating schedules and first impressions contact with clients is required.Essential Duties and Responsibilities:Microsoft Outlook, Word, Excel, Project, Access database and PowerPoint for multiple levels of correspondence, presentations, reporting, correspondence, meeting minutes, budget spreadsheets, and contract administration documents and tracking.
AIA Contract software and managing workflow for drafts, distribution, and final execution as well as the handling of confidential documents.
Deltek Vantagepoint software for project and contact management and reporting
Adobe Acrobat, professional, InDesign and Photoshop to assist with setting up and editing digital presentations.
Competency in Bluebeam document software to modify and edit pdf documents, images and drawing sets.
Familiar with project specification manuals (Master Spec, CSI).Team calendar coordination and organization Engagement within the project to support needs (ie. CA log support, material ordering/returning)General project administrative support (ie. Note taking and note compiling following owner or consultant meetings)Ability to modify standard proposals to client/project-specific text as a starting point Organization of consultant list, project engagement, and contract statusHow to Apply: Please submit your online application with an uploaded resume for your application to be complete.Here at OZ, we have cultivated a culture of fearless creators that are constantly seeking ways to push the boundaries of exceptional design. Community stewardship is a cornerstone of our company values, and we are committed to several community service programs through OZ Gives. We offer a variety of health and wellness resources and activities, as well as regular employee events, to build rapport and socialize with each other outside of our important project work.
Our collaborative approach is enhanced by our in-office presence and provides hands-on mentorship and team building. One of the perks of working in the office is seeing all the friendly pups who accompany their humans - we are a dog-friendly environment. Our competitive benefits package includes medical, dental, wellness, and vision plans to allow our employees to choose what's best for them and their families. In addition, OZ offers LTD, Life Insurance, 401K, and PTO. Salary: $24/hr-$28/hr, depending on knowledge, skills, and experience.