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Office Administrator

Summary:

This individual is responsible for being the welcoming first impression to clients, vendors and employees alike, as well as managing all office wide administration tasks.  As time allows, they will also provide support to the Project specification writing process.

Education & Experience:

  • Associate degree

  • Proven administration and clerical experience

Job responsibilities would include:

  • Organize general office operations and procedures

  • Welcome visitors, direct them to the relevant office personnel and, provide general support

  • Answer telephone, redirect calls, take messages

  • Receive, sort and distribute mail

  • Arrange conference calls

  • Carry out administrative duties such as filing, copying, scanning, etc.

  • Maintain office files including archive files (digital and paper)

  • Maintain office supply inventory

  • Coordinate repairs to office equipment

  • Support Specifications Coordinator by typing markups, formatting and assuring that high quality Project Manuals are completed within the deadlines established

  • Create drafts and finalize AIA Contract Documents

  • Serve as liaison between the office and the building regarding housekeeping, maintenance, security, building procedures

  • Organize catering for meetings, restaurant reservations, party arrangements

  • Book travel arrangements

  • Oversee mailing and shipping needs

  • Provide general office support to fellow employees

  • Complete bank deposits

  • Interact with visiting vendors

  • Maintain front desk procedures including contact information, directions, frequently asked questions

  • Maintain a professional, neat, and organized reception area

  • Handle multiple projects simultaneously

Technical Requirements:

  • Proficient Word Processing skills – 50 wpm min. with 90% accuracy

  • Knowledge of software and word-processing programs

  • Ability to operate general office equipment

    • Multi-line phone system, copy machines, scanner

  • Ability to coordinate & manage online activities for supplies, travel, and other business purchases

Essential Skills:

  • Strong interpersonal skills

  • Strong communication skills

  • Strong organizational skills

  • Strong writing skills

  • Detail oriented

  • Strong time management skills - ability to multi-task and prioritize work

  • Motivated team player

  • Ability to work independently on tasks/deadlines assigned and communicate progress

  • Ability to work and strive in a periodically, high stressful environment

  • Ability to maintain confidentially and show discretion

  • Ability to show confidence and flexibility

  • Software necessary for day-to-day work includes:

    • Microsoft Office Suite

    • Outlook

    • Bluebeam

    • AIA Contract Documents

    • Adobe Acrobat

MCF offers competitive salary and benefits, including company paid health, life, long-term, and short-term disability insurances, employee paid dental, and vision insurances, a 401k program with profit sharing, bonuses, and paid time off.

 

To apply for this position, please submit your resume, portfolio, and references to Human Resources, at humanresources@mcfarchitects.com.

MCF is an equal opportunity employer.

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