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Qualifications:

+ 3+ years providing administrative support to leadership/principals at a design firm (preferably landscape architecture)

+ Ability to multitask and meet deadlines in a busy studio environment

+ Proficiency in Microsoft Suite (and Adobe Creative Suite, if possible)

+ Experience coordinating accounting processes

Responsibilities:

+ Greet guests and clients

+ Answer calls forwarded by the office intern(s)

+ Monitor studio email account, respond to general inquiries and forward RFPs to marketing coordinator and Managing Principal

+ Provide occasional support to marketing coordinator

+ Handle incoming and outgoing packages and distribute subtenant mail

+ Maintain studio's cleanliness, order kitchen and office supplies, and manage minor maintenance

+ Liaise with landlord and building super on building repairs

+ Maintain office license, its alarm and keycards, and City Letters of authorization for business

+ Manage office-wide contact list

+ Maintain general office filing system

+ Properly file proposals and executed contracts for projects you're involved in

+ Manage and renew professional liability insurance and miscellaneous insurance

+ Coordinate notary as needed

+ Provide general and administrative support to principals, including keeping track of CEUs, contact lists, and drafting large documents

+ Create travel itinerary for principals

+ Assist with passport and visa applications for business travel

+ Provide device and computer support to principals alongside IT director

+ Oversee employee calendar, including employee remote schedules and time off

+ Oversee timely submission of employee timesheets and assist principals with their timesheets

+ Oversee all studio job postings, coordinate applicant interviews, orientation & training

+ Liaise between corporate and principals on yearly, in-studio performance reviews

+ Liaise with corporate Admin, HR, IT, and Accounting departments

+ Coordinate with other SWA office managers as needed

+ Arrange catered lunches, holiday party, Staff Lunches, and team-building events

+ Manage weekly events such as Hooch, Principals Lunches, and Finance Meetings

+ Oversee studio billing process, projections, monthly reports

+ Maintain and renew all state licensure for principals

+ Keep studio within its allotted budget and exercise fiscal discipline when necessary

+ Submit all purchases made with the corporate PEX card to Accounting department

+ Manage cash lockbox and submit usage to Accounting periodically

+ Coordinate with other SWA office managers as needed