office administrator

th+a seeks opportunities to improve the lives of others. We believe that the built environment should reflect the changing social expectations and needs of a community. The determination to enhance the well-being of our society is embedded in our firm’s culture. For over two decades, we have crafted building elements that support the success of the people who work, heal, play and learn within our designs. We are 21-years-young and just catching our stride.

As our firm continues to grow, so does our need for skilled and passionate industry leaders. We are seeking a full-time Office Administrator, with three or more years of relevant experience, to join our administrative team. We offer our employees:

  • A competitive compensation packaged based on experience and qualifications

  • Excellent benefits package that includes: medical, dental, vision, dependent care savings plan and a 401(k) with matching employer contributions

  • Half-day Fridays

  • Regular lunch and learns and team outings

  • Paid time off


overview

This self-starter will report directly to the CFO/HR Director and will be primarily responsible for overall office management. This includes providing support in an administrative capacity to the President and project managers. We are seeking a candidate who is comfortable in a small office environment and who understands that even the smallest tasks performed are incredibly valuable to keeping the office running smoothly, which, ultimately leads to a great workplace environment.

Our ideal candidate is a friendly problem-solver who is eager to learn, agreeable with a wide variety of personalities, flexible with changing duties or added responsibilities and is able to meet deadlines without compromising quality. This individual will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle multiple activities and confidential matters with discretion. This positive professional also plays a key role in helping the office maintain an engaging and collaborative work culture by treating everyone professionally and taking the lead in planning fun, informal events.


responsibilities

Essential Responsibilities

  • Work closely and effectively with the president and project managers to keep them well-informed of upcoming commitments and responsibilities, following up appropriately

  • Provide administrative support to the president, project teams and staff, requiring confidentiality, initiative and sound decision-making

  • Manage e-mail, voicemail, phone calls and calendar for president

  • Prepare for, and participate in, project and operational reporting meetings

General Office Management

  • Reception and administrative support for all staff:

    • Monday- Thursday: 8:00 am to 5:30 pm and Friday: 8:00 am to 12:00 pm

  • Organize meetings, conference calls and events; prepare agendas, make copies, set up rooms, order/pickup/present refreshments

  • Coordinate travel arrangements, including air/lodging/transportation; create and maintain itineraries

  • Keep supplies stocked for employees, track inventory and order office/kitchen supplies as needed

  • Maintain professional appearance

  • Maintain office records, files, plans and equipment; general troubleshooting and coordinating service calls as needed

  • Create, proof and edit complex documents, proposals, presentations and spreadsheets in a timely manner with attention to detail and accuracy

  • Work under general guidance with minimal supervision; independently plan and complete tasks; may determine methods and procedures for new assignments

  • Provide back-up support to other team members as necessary

  • Tackle special projects and additional duties as requested

Contract and Project Management

  • Manage project correspondence; provide support to project managers with construction administration to ensure submittals, RFIs, ASIs, change orders and contract completion documents are recorded and documented properly for project team members to review

  • Prepare and edit front-end specifications as necessary


qualifications

  • Minimum of 3 years’ experience (architecture or engineering firm experience a plus)

  • Proficient in Microsoft Office (Word, Excel, PowerPoint) required

  • Excellent written and verbal communication and customer service skills

  • Leadership and interpersonal skills, including the ability to establish and maintain effective working relationships with others and communicate effectively with individuals of all levels

  • Positive and responsive attitude required

  • Strong organizational skills and attention to detail; ability to manage a task from start to finish

  • Sound work ethics and highest level of integrity; ability to handle highly confidential matters with discretion

Applicants must be legally authorized to work in the United States for any employer. Sponsorship for an employment visa, now or in the future, is not available for this position.

th+a is an Equal Opportunity Employer


please send qualified resumes to marketing@thaarch.com