Office Administrator

ABOUT ENEA LANDSCAPE ARCHITECTURE

At Enea, we exist to improve quality of life worldwide by providing thoughtfully and expertly designed landscapes for all to experience. Our commitment to excellence and the diverse makeup of our world class team drive our organization forward. At Enea, every team member plays a critical role in the success of all other team members, as well as our overall mission. Therefore, we are committed to bringing in only the best and brightest who are excited to rise to the challenge.

The ideal candidate for Office Administrator will work in the Miami office alongside a team of landscape architectural designers. This individual will be proactive and be able to work independently and be integral to the success of our office and must be committed to learning, understanding and supporting the operations of our company as a whole. We will rely on this team member to ensure daily operations run smoothly and efficiently, so exceptional organizational skills, attention to detail and a positive and willing attitude are top requirements for all applicants.

OFFICE ADMINISTRATOR / ADMINISTRATIVE ASSISTANT

This is a part-time in our Miami office, requiring approximately 20 hours per week.

Key Responsibilities include, but are not limited to:

• Answer phones and assist with staff communication needs.
• Greet and attend to visitors.
• Independently communicate with internal staff and external vendors / clients.
• Assist with meeting preparation, including scheduling, agenda creation and general coordination.
• Maintain records, prepare reports, and compose correspondence.
• Perform general administrative duties such as filing, scanning, stocking supplies, checking mail, and assisting staff as needed.
• Keep PTO and resources schedule up to date.
• Support CMD and SL with RFP requests ensuring all required documents are received and available.
• Assist CMD and SL with errands such as trips to projects to take photos, to the post office, bank, and supply shopping.
• Collaborate with Financial Controller to manage vendor records, mail, and various financial tasks.
• Schedule travel and oversee itineraries for staff, as well as visitors.
• Keep log for Petty Cash.
• Assist with log and payments for providers, such as cleaning staff and gardening
• Assist with transport and hotel coordination for the Company Principal when in Miami or New York.
• Handle miscellaneous tasks related to the company apartment and other special needs.
• Signed and Seal Drawings when requested by Associates
• Facilitate IT requirements for the office, including software subscriptions, collaboration with IT providers, and troubleshooting.
• Manage, organize, and purchase office supplies.
• Oversee the maintenance and usage of the company car, including lease management.
• Oversee the upkeep and proper operation of office equipment, scheduling routine maintenance as needed.
• Maintain organization and tidiness throughout the office, including all common areas.
• Water office plants and ensure supplies in common areas are stocked.
• Maintain Fire extinguishers and other code requirement items such as office licenses up to date.
• Support CMD and SL with new members onboarding
• Support creating and managing job postings
• Assist with onboarding new staff by setting up computers, apps, programs, and software.
• Plan, organize, and supervise office outings and functions.
• Lead special projects as needed.
• Provide individualized administrative support to the Director.

REQUIREMENTS

• Fluent in English
• Highly motivated and proactive professional
• Minimum 2 yrs proven administrative or assistant experience is required
• Bachelor's degree preferred
• Knowledge of office management systems and procedures
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Proficiency in MS Office and Outlook
• Excellent work ethic and personality
• Attention to detail and problem-solving skills
• Skilled in summarizing information receiving in an organized and clear manner