Production/Office Assistant

PRIMARY FUNCTION

Assist the architectural, engineering, and general office staff by providing administrative support according to company objectives and practices ensuring efficient operation of the office. Primary responsibilities consist of supporting the office specific construction administration phase of projects relying on experience and judgment to plan and accomplish goals.

TYPICAL DUTIES

• Arrange business travel for production staff and corporate leadership.
• Assist office administration staff with daily duties.
• Assist with coordinating office relocations.
• Attend meetings as requested by the Corporate Administration Leader.
• Attending training as appropriate for construction administration support.
• Communicate with project managers and project architects keeping abreast of and monitoring project assignments and deadlines.
• Complete ad hoc projects and additional duties supporting local and firm-wide operations as requested by the Office Manager or Corporate Administration Leader.
• Partner with practice discipline leaders in planning and coordinating lunch and learns that provide CEU credits, as requested by the Office Manager.
• Provide administrative and software support to production staff.
• Support construction administration with contract development and the productions of RFIs, submittal logs, AIA contract documents, change orders, consultant agreements, etc.
• Support local office functions including maintaining the firm’s state registrations, developing confidential documents, rebooting dormant user computers, providing secure storage and access to licensure seals, changing network back-up tapes, etc., as necessary.

SKILL, KNOWLEDGE, EDUCATION AND EXPERIENCE

• High school diploma.
• A minimum of two years of experience and/or any combination of experience and/or education that demonstrates the aptitude, skills, and abilities for the role.
• A general understanding of the coordination aspects and related requirements of administration and construction administration.
• Ability to establish and maintain effective relationships.
• Detail-oriented, self-motivated, enthusiastic, and flexible.
• Ability to interact with all people in a professionally respectful manner in various business and social settings.
• Experience with MS Office and AIA contract documents.

PHYSICAL REQUIREMENTS

• Capable of traveling to and from various offices for attending meetings.
• Ability to use office equipment for communication and documentation purposes.
• Visual acuity to perform responsibilities.

GENERAL NOTE:
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of current job responsibilities, the right to revise the job or require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, time-sensitive assignments, or technological developments), may be required. In addition, please refer to the employee handbook for specific policy and procedure information.