Office Manager/Administrative Assistant Job at SWA Group in New York

Administrative Assistant

Qualifications:

3+ years providing administrative support to leadership/principals at a design firm (preferably landscape architecture)

1+ years providing administrative support to leadership/principals

Ability to multitask and meet deadlines in a busy studio environment

Proficiency in Microsoft Suite (and Adobe Creative Suite, if possible)

Experience coordinating accounting processes

Responsibilities:

Greet guests and clients

Answer calls forwarded by the office intern(s)

Monitor studio email account, respond to general inquiries and forward RFPs to marketing coordinator and Managing Principal

Provide occasional support to marketing coordinator

Handle incoming and outgoing packages and distribute subtenant mail

Maintain studio's cleanliness, order kitchen and office supplies, and manage minor maintenance

Liaise with landlord and building super on building repairs

Maintain office license, its alarm and keycards, and City Letters of authorization for business

Manage office-wide contact list

Maintain general office filing system

Properly file proposals and executed contracts for projects you're involved in

Manage and renew professional liability insurance and miscellaneous insurance

Coordinate notary as needed

Provide general and administrative support to principals, including keeping track of CEUs, contact lists, and drafting large documents

Create travel itinerary for principals

Assist with passport and visa applications for business travel

Provide device and computer support to principals alongside IT director

Oversee employee calendar, including employee remote schedules and time off

Oversee timely submission of employee timesheets and assist principals with their timesheets

Oversee all studio job postings, coordinate applicant interviews, orientation & training

Liaise between corporate and principals on yearly, in-studio performance reviews

Liaise with corporate Admin, HR, IT, and Accounting departments

Coordinate with other SWA office managers as needed

Arrange catered lunches, holiday party, Staff Lunches, and team-building events

Manage weekly events such as Hooch, Principals Lunches, and Finance Meetings

Oversee studio billing process, projections, monthly reports

Maintain and renew all state licensure for principals

Keep studio within its allotted budget and exercise fiscal discipline when necessary

Submit all purchases made with the corporate PEX card to Accounting department

Manage cash lockbox and submit usage to Accounting periodically