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 Apply by submitting your resume, cover letter with salary requirements. No emails or phone calls please.