Office Administrator

Administration Department: Office Administrator Primary Responsibility: The Office Administrator’s primary purpose is to provide administrative, organizational, and document-production support to the Principal Architect and Project Managementteam. This position is responsible for helping the office maintain accurate and organizedrecords, facilitating proposals and contracts, managing schedules and administrativetasks, and supporting the preparation of professional project and marketing documents. The Office Administrator serves as a key administrative resource for Leadership and the Project Management team, helping ensure that important administrative tasks, deadlines, documents, and communications are completed accurately and in a timely manner. Department Staff Description of Roles The Office Administrator provides administrative support to Leadership and the Project Management team. This position requires strong organizational skills, attention to detail, professional written communication, and the ability to manage multiple priorities.

Responsibilities include: • General Expectations:o Maintain a high level of organization and attention to detail.o Demonstrate excellent written and verbal communication skills with leadership, staff members, clients, consultants, vendors, and other parties.o Demonstrate the ability to prioritize multiple tasks and meet deadlines.o Take initiative to identify administrative needs and follow through on assignedresponsibilities.o Maintain familiarity with standard office practices and procedures.o Demonstrate proficiency with Microsoft Office and other commonly usedbusiness software.o Demonstrate the ability to learn and effectively use company-specific software, systems, and procedures.o Responsible for continuously identifying opportunities to improve officeefficiency by recommending better procedures, software, and workflows, andleading their implementation across the firm.o Assist in maintaining current office forms, templates, procedures, andadministrative documents.o Assist with preparation of internal office communications and documentation.o Assist with general office coordination and administrative tasks as needed.o Maintain confidentiality of company, client, financial, contractual, andpersonnel information.• Principal Architect Support:o Provide administrative support to the Principal Architect and Leadership.o Assist the Principal Architect with general paperwork, correspondence, forms, and administrative tasks.o Assist with preparation, formatting, and organization of architectural contractsand contract-related documents.o Assist in drafting and formatting contract documents based on direction fromthe Principal Architect.o Facilitate preparation of proposals, fee proposals, and other client-facingdocuments.o Assist with tracking proposals, contracts, approvals, signatures, and otherrequired administrative follow-up.o Maintain organized records of contracts, proposals, and other Leadershipdocuments.o Maintain the Principal Architect’s calendar and schedule.o Schedule meetings, calls, appointments, and other events as directed.o Assist the Principal Architect in maintaining and organizing daily and weekly to do lists.o Track important deadlines, follow-up items, and commitments for the Principal Architect.o Identify upcoming deadlines or outstanding items requiring attention andcommunicate them to the Principal Architect.• Project Management Support: o Provide administrative and document-production support to Project Managersas requested.o Format project documents, reports, letters, meeting materials, and otherproject-related documents.o Incorporate Project Manager feedback, redlines, and markups into office andproject documents.o Maintain current versions of office and project documents and help ensureoutdated versions are removed or archived as appropriate.o Assist Project Managers with preparation and formatting of clientcorrespondence and project documentation.o Assist with organizing project administrative files and documentation.o Help maintain standard office templates and project-related forms.o Assist Project Managers with document quality control, including formatting, consistency, spelling, grammar, and completeness.• Business Development & Marketing: o Assist with preparation, formatting, and tracking of Requests for Qualifications(RFQ), Requests for Proposals (RFP), Statements of Qualifications (SOQ), and other business development documents.o Gather and organize project information, photographs, project descriptions, staff information, resumes, and other materials required for proposals, RFQresponses, and marketing materials.o Coordinate with Project Managers to obtain updated project information andphotographs.o Assist in maintaining an organized library of project photographs andmarketing materials.o Assist with maintaining and updating the company website.o Upload and organize project photographs and project information.o Update project descriptions, project status, and other website content asdirected.o Assist with preparation and scheduling of social media content.o Format photographs, graphics, project descriptions, and other content forsocial media use.o Maintain consistency of company branding across website, social media, proposals and other marketing materials