Office Administrator/Marketing Assistant Job at PGAL in Austin

Office Administrator/Marketing Assistant

PGAL is an international design firm specializing in architecture, interior architecture, engineering, and planning for a diverse group of public and private sector clients. Our culture is energetic, collaborative, and open, and we offer the opportunity to work on a wide range of project types. PGAL is an ideal place to build a career and develop skills in administration, design, project delivery, entrepreneurship, leadership, and life.

We are seeking a reliable and detail-oriented Office Administrator/Marketing Assistant responsible for various administrative duties requiring a thorough knowledge of office routines to support the activities of management, office staff, and marketing efforts.

Responsibilities

• Assist principals and staff in all administrative functions, A Swiss Army Knife
• Answer/direct all incoming phone calls and greet all office visitors professionally and courteously
• Maintain and assist with paper & electronic files and contracts, AIA documents, and proposals
• Coordinate office meetings, schedule lunch-n-learns, order food, and special in-house events, meeting records, presentations, travel, and client/consultant management
• Assist with tracking and researching future clients, projects, conferences, staff, etc.
• Assist with logging all RFIs, submittals, and shop drawings in Newforma or other client-based project management software
• Partner with the Accounting Department for all invoicing
• Partner with the Marketing Department on proposals to organize and produce marketing deliverables, including creative, quality, and accurate qualification statements, coordinate conference attendance/booth set-up, office graphics, project photography, color & mood boards, etc.
• Creatively capturing and telling the project story of the architectural process
• Provide support for generating and maintaining general marketing deliverables (project sheets, resumes, Vision database, etc.)
• Maintain building security by following procedures and maintaining a clean reception area
• Receive and distribute daily mail and outgoing deliveries by courier and FedEx notifications for packages
• Daily set-up, clean-up, and restocking of departmental kitchen supplies; clean out refrigerator weekly
• Monitor and maintain office, kitchen/coffee supplies, and vendor maintenance and repair
• Other duties as assigned

Qualifications

• Must be a reliable self-starter and have a strong service-oriented demeanor
• High school education or equivalent
• 3+ years of relevant experience in A/E/C or allied industry preferred
• Proficient in Microsoft Word, Excel, Outlook, Adobe Creative Suite (fluent in InDesign)
• Experience with graphic design, AIA contracts, and Newforma/Project Management software
• Must present a professional presence and demeanor that is reflective of a corporate office environment, with excellent written and verbal communication skills
• Time management skills with the ability to organize and prioritize multiple, simultaneous projects in a fast-paced environment
• Must have the ability to work in a team-oriented environment, with the capability of identifying and solving problems
• Must be legally authorized to work in the United States for any employer without sponsorship

Benefits and Equal Opportunity

PGAL offers a comprehensive benefits package that includes medical, dental, vision, disability, life, flexible spending accounts, a 401(k), and profit sharing. We also offer paid leave, including holidays, PTO, and paid parental leave.

PGAL is an equal opportunity employer that includes disability and protected veteran status. PGAL is a VEVRAA Federal Contractor.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative

Industries

• Architecture and Planning

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