Office Administrator - Collaborative, Organized for Design

Pierce Goodwin Alexander & Linville, Inc.; Boca Raton (FL); On-site; USD 35,000 - 52,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

401(k) plan with company match

Paid leave including holidays and PTO

Job summary

Pierce Goodwin Alexander & Linville, Inc. in Boca Raton is seeking an organized Office Administrator to support the day-to-day operations of our office.

You will welcome clients, manage calls and mail, coordinate travel and expenses, and assist principals and staff with scheduling, meetings, and documentation. This role requires strong communication, attention to detail, and the ability to work independently in a collaborative design environment.

Qualifications

• Associate’s or bachelor’s degree preferred.
• 2+ years in office administration, reception, or admin support; architecture/engineering/design/professional services is a plus.
• Proficiency in Microsoft Office, Outlook, Word, Excel, PowerPoint, and Teams.
• Familiarity with Adobe InDesign or Adobe Creative Suite is a plus.
• Excellent written and verbal communication skills.
• Highly organized with strong attention to detail and follow-through.
• Ability to prioritize and manage multiple responsibilities in a busy, collaborative office environment.
• Professional, personable, resourceful, and comfortable interacting with clients, consultants, vendors, and staff at all levels.
• Must be legally authorized to work in the United States for any employer without sponsorship

Responsibilities

• Welcome clients, consultants, vendors, and visitors and serve as a professional first point of contact for the office.
• Answer and route incoming calls and general office communications.
• Manage incoming and outgoing mail, packages, deliveries, and couriers.
• Maintain an organized, professional, and welcoming office environment, including common areas and conference rooms.
• Order and maintain office, kitchen, and general studio supplies, and coordinate with building management, vendors, and service providers as needed.
• Provide general administrative support to principals and professional staff, including calendars, scheduling, meeting coordination, printing, research, and document preparation.
• Coordinate travel arrangements and assist with expense reports and related documentation.
• Prepare, format, proof-read, and organize correspondence, meeting minutes, reports, presentations, and other business documents.
• Assist with internal administrative processes, filing, record keeping, and document organization.
• Provide occasional administrative and production support for proposals, RFQs/RFPs, resumes, project information, and other marketing materials, including formatting, proof-reading, assembly, and organization.
• Support employee onboarding, including coordination of workstation preparation and other office-related needs.
• Perform other general administrative and office support duties as needed to support the professional staff and day-to-day operations.

Skills

Excellent written and verbal comms

Highly organized

Ability to multitask

Professional, personable

Independent worker

Education

Associate’s or bachelor’s degree preferred

Tools

Microsoft Office Suite

Adobe InDesign

Job description

Pierce Goodwin Alexander & Linville, Inc. in Boca Raton is seeking an organized Office Administrator to support the day-to-day operations of our office.

You will welcome clients, manage calls and mail, coordinate travel and expenses, and assist principals and staff with scheduling, meetings, and documentation. This role requires strong communication, attention to detail, and the ability to work independently in a collaborative design environment.