Office Assistant

AIA Philadelphia; Pennsylvania; On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking a motivated Office Assistant to enhance daily operations in a dynamic architectural firm. This role involves a variety of tasks, from managing office supplies and equipment to assisting with client relations and marketing efforts. The ideal candidate will possess excellent communication and organizational skills, thrive in a team environment, and demonstrate a strong ability to prioritize tasks. Join a collaborative team where your contributions will help maintain a productive and welcoming office atmosphere, supporting both staff and clients alike. This is a fantastic opportunity to grow within a creative and supportive environment.

Qualifications

• 3-5 years of office experience in an administrative role is essential.
• Detail-oriented with excellent communication and customer service skills.

Responsibilities

• Provide daily support for staff and office operations, including reception and office management.
• Assist with proposal editing, office calendar management, and onboarding of new staff.

Skills

Communication Skills

Organization Skills

Managerial Skills

Interpersonal Skills

Analytical Skills

Problem-Solving Skills

Detail-Oriented

Self-Starter

Education

High School Diploma

Bachelor's Degree in Business, Communications or Marketing

Tools

Microsoft Office Suite

QuickBooks

BillQuick

Microsoft TEAMS

Job description

AS+P is an architectural firm located in Jenkintown, PA, specializing in custom residential projects. It is well-known for its design of “Asher Houses”, which grace the streets, bays and beaches of exclusive New Jersey Shore Towns and Philadelphia suburbs and are recognizable for their elegant simplicity and timeless details.

WE ARE SEEKING:

An Office Assistant with excellent communication, organization, and managerial skills to provide support for staff and office operations on a daily schedule (flexibility of hours to be discussed). The candidate should be motivated to work both independently and as a team player for the firm. The Office Assistant is under the supervision of the Business Manager and Partners.

PRIMARY RESPONSIBILITIES:

1. Reception
   • Greets clients and office visitors, determining purpose of visit and escorting to appropriate location.
   • Assists with preparation for meetings, beverages as needed by PM.
   • Answers and screens phone calls, directing to appropriate staff, taking phone messages when needed.
   • Care in receiving inquiry calls and directing them to Business Manager or Partner.
2. Office Management
   • Acts as liaison between AS+P and building management (BET), trash and cleaning crews when needed.
   • Oversees refill and maintenance of coffee machine.
   • Oversees maintenance of office equipment and acts as point of contact for vendors associated with leased equipment.
   • Orders copier and plotter paper and toners and keeps track of stock of those items.
   • Handles delivery and restocking of all office supplies and stationery.
   • General housekeeping regarding kitchen rules, reminders and spring/fall refresh of both kitchen areas.
   • Daily wipe down of conference room tables, counter and highly touched surfaces (coffee machine, fridge and micro handles).
   • Handles subscriptions to magazines, online publications.
3. Administrative Roles
   • Assists with Proposal Editing in conjunction w/ Business Manager and Partners.
   • Oversees AS+P Office Calendar, updating with events, holidays as directed by Partners/Business Manager.
   • Future assistance with payroll under direction from Business Manager.
   • Clerical support including filing and record-keeping.
   • Coordination and tracking of Partner & Firm Architectural Licenses.
   • Enter Employee Credit Card Expenses.
4. Onboarding
   • Assists Business Manager and IT consultant with setup and seating arrangement for new staff.
   • Directs new staff to trainer and assists with general introductions and office tour.
   • Assists new staff with phone and voicemail set up.
   • Keeps internal extension list and seating chart updated.
5. Mail & Deliveries
   • Receives mail, documents, packages and courier deliveries and distributes in office.
   • Assists with FedEx packaging.
   • Keeps postage stocked and handles drop-offs at Post Office or FedEx when needed.
6. Staff support
   • Assists with Sealing/Signing of Permit Drawings as needed.
   • Supports Firm Principal by assisting with calendar updates, booking meetings.
   • Update Workflow Whiteboard with project tracking from Partner/Business Manager.
   • General assistance to help with increased efficiency in the office.
   • Tracking Updates to Code Literature as requested by Staff.
   • Assist Sample Librarian with organization of material and product library.
   • Handles booking of travel/lodging when needed for professional development or client related events.
   • Member of Events Committee and assists with booking and pricing of events, office outings and luncheons.
   • Assists with inputting combining multiple Excel Bid Forms into Bid Comparison Spreadsheet.
7. Client Relations
   • Handles ordering gifts/flowers for clients upon project completion.
   • Assists with booking of client lunch meetings when needed.
8. Marketing
   • Organizes Social Media Calendar to present and review monthly with Social Media Team.
   • Ability to manage social media posts and scheduling via Loomly.
   • Assists with Photography Shoots and setup.
   • Assists with converting file photoshoot files to appropriate sizing for web/other.
   • Photoshop proficiency a plus for photo editing as necessary from photoshoots.

QUALIFICATIONS

1. Work Experience
   • 3-5 years office experience and comfort in working in an administrative role.
2. Education
   • High School Diploma or equivalent required.
   • Bachelor's Degree preferred, ideally in Business, Communications or Marketing.
3. Software Proficiency
   • Microsoft Office Suite (familiarity with Microsoft TEAMS also a plus).
   • QuickBooks or BillQuick.
4. Skills and Conduct
   • Detail-oriented and organized.
   • Excellent interpersonal and customer service skills.
   • Excellent verbal and written communication skills.
   • Strong analytical and problem-solving skills.
   • Maintains a high-level of confidentiality regarding projects and clients.
   • Self-starter with ability to work independently and understand how to prioritize key tasks.
   • Communicative and professional with clients and fellow staff and able to relay information in an efficient manner.
   • Team mindset for the work we do and care that goes into each project.
5. Physical Requirements
   • Prolonged periods of sitting at a desk.
   • Ability to lift up to 15 lbs for restocking of Office Supplies.