Administrative Assistant

Brr-Architecture; Philadelphia (Philadelphia County); On-site; USD 38,000 - 48,000; Full time

Job summary

BRR Architecture is seeking an Administrative Assistant to support the assigned department in our Philadelphia office. The role requires strong clerical and communication skills, along with the ability to manage schedules and project-related documentation.

Responsibilities include maintaining records, generating reports, coordinating site visits, and ensuring smooth submittal and change order workflows with clients and internal teams.

Qualifications

• Associate's degree required; Bachelor's degree in related field preferred.
• 3 to 5 years' experience in an administrative role.
• A valid driver's license is required.
• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Exceptional organizational skills and attention to detail.
• Understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently; good time management and multi-tasking.
• Ability to resolve complex design and communication issues.

Responsibilities

• Maintains filing systems as assigned.
• Retrieves information from records, email, and other documents; prepares summaries.
• Responds to and resolves administrative inquiries.
• Coordinates authorization of team and consultant site visits for client.
• Runs weekly reports for projects and distributes to the team.
• Manages access to project management system and client portal.
• Updates project schedule in client portal and PM system.
• Organizes distribution of plans to AHJs for permit submittal.
• Facilitates submittal/review process with internal project team.
• Facilitates change orders process with client and distributes approvals.
• Data input and updates into databases, spreadsheets, and digital systems.
• Performs other related duties as required.

Job description

Career Opportunities with BRR Architecture

A great place to work.

Careers At BRR Architecture

Current job opportunities are posted here as they become available.

The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks.

ESSENTIAL FUNCTIONS

• Maintains filing systems as assigned.
• Retrieves information as requested from records, email, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Coordinates authorization of team and consultant site visits for client.
• Runs weekly reports for projects and distributes to the team.
• Coordinates/manages access to project management system for team.
• Manages team access to client portal.
• Updates project schedule in client portal and internal project management system.
• Organizes distribution of plans to AHJs for permit submittal.
• Facilitates the submittal and review process with the internal project team.
• Facilitates change orders process with client. Submits, tracks, and distributes approvals to internal and external stakeholders.
• Performs data input and updates into databases, spreadsheets and digital systems.
• Performs other related duties as required and assigned.

ESSENTIAL QUALIFICATIONS

Education:

• Associate's degree required; Bachelor's degree in related field preferred.

Experience:

• 3 to 5 years' experience in an administrative role.

Licenses/Certifications:

• A valid driver's license is required.

Knowledge and Skills:

• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Exceptional organizational skills and attention to detail.
• Understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.
• Good time management and multi-tasking skills.
• Ability to resolve complex design and communication issues.
• Strong analytical skills.
• Must be able to work well with all levels of teammates.

Working Conditions:

• Work performed primarily in an office setting.
• Most work performed on a computer while seated.
• Ability to lift up to 15 lbs.

Full-time Non-Exempt

BRR Architecture is an equal opportunity employer, drug-free workplace, and complies with ADA regulations as applicable.