Office Administrator/ Administrative Assistant

PARALX, an award-winning architecture and design practice, has an opening for a highly enthusiastic Office Administrator/ Administrative Assistant, to join our team of architects.

The Office Administrator/ Administrative Assistant oversees office operations and internal affairs of the firm. The position is responsible for operations, fiscal management, human resources, and workflow to ensure that the firm runs smoothly.

• Provide administrative support for architectural project teams.
• Edit and/or create written correspondence.
• Process interoffice memos, letters, transmittals, labels, contracts, forms, Basis of Design and Concept Reports, etc. from verbal communication, email, handwritten notes, dictation, or transcription.
• Create and maintain project forms, including spreadsheets and flowcharts. Customize forms for specific project needs.
• Assist with project start-up procedures (team directories, product cut books, project goals statements, team responsibility matrix, master file set-up, etc.)
• Coordinate internal/external meetings, including agenda and presentation support, organizing attendees, ordering food, arranging space, setting up equipment, and cleaning up. Coordination may include arranging conference meetings, including web, telephone, and video.
• Assist with office operations such as reception duties, shipping and receiving, maintaining office supplies and processing vendor invoices.
• Provide focused administrative support to the Principal by maintaining calendar, expense reports, answering phone inquiries, etc.
• Organize, manage and facilitate schedule of the Principal, as well as that of the General Office
• General office and HR administrative oversight
• Assist in bookkeeping with input and filing tasks & coordinate with firm's accountant

• 2 to 3 years min. experience in management
• Bachelor’s degree is preferred
• Previous experience in the Architecture/ Engineering/ Construction is preferred
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and meet deadlines
• Demonstrated knowledge of office administration, management, technology, equipment and systems
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate highest level of responsiveness
• Ability to work independently while comfortable as part of a diverse team
• High proficiency with MS Office including Outlook, Word and Excel
• Excellent verbal and written communication skills