• Job Description

  Req#: a2077883e460

  Qualifications:

  • 3+ years providing administrative support to leadership/principals at a design firm (preferably landscape architecture)
  • 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
  • Coordinate with other SWA office managers as needed

• About the company

  Designing for a Livable World. Landscape connects and grounds us, sustaining the health of individuals, communities, cities-indeed the world. We believe that the public realm is an essential part of the infrastructure of great cities, and desi...

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