What are the responsibilities and job description for the Office Administrator/Marketing Assistant position at Pierce Goodwin Alexander & Linville, Inc.?
PGAL is an international design firm specializing in architecture, interior architecture, engineering, and planning for a diverse group of public and private sector clients. Our culture is energetic, collaborative, and open, and we offer the opportunity to work on a wide range of project types. PGAL is an ideal place to build a career and develop skills in administration, design, project delivery, entrepreneurship, leadership, and life.
We are seeking a reliable and detail-oriented Office Administrator/Marketing Assistant responsible for various administrative duties requiring a thorough knowledge of office routines to support the activities of management, office staff, and marketing efforts.
Responsibilities:
Include, but not limited to,
- Assist principals and staff in all administrative functions
- Answer/direct all incoming phone calls and greet all office visitors professionally and courteously
- Maintain and assist with paper and electronic files
- Coordinate meetings, presentations, travel, client management, and conference calls
- Assist with tracking and researching future clients, projects, markets, staff, etc.
- Assist with logging all RFIs and shop drawings in Newforma
- Prepare contracts, AIA documents, and proposals
- Partner with the Accounting Department for all invoicing
- Partner with the Marketing Department on proposals, conference attendance/coordination, office graphics, project photography, etc.
- Maintain building security by following procedures and maintaining a clean reception area
- Receive and distribute daily mail and notifications for packages
- Prepare outgoing mail and arrange for outgoing deliveries by courier and FedEx
- Assist with office meetings, schedule lunch-n-learns, order food, and special in-house events
- Daily set-up, clean-up, and restocking of departmental kitchen supplies; clean out refrigerator weekly
- Monitor and maintain office and kitchen/coffee supplies
- Coordinate and maintain offsite storage
- Coordinate vendor maintenance and repair
- Other duties as assigned
Qualifications:
- Must be a reliable self-starter and have a strong service-oriented demeanor
- High school education or equivalent
- 3 years of relevant experience in A/E/C or allied industry preferred
- Proficient in Microsoft Word, Excel, Outlook, Adobe Creative Suite (InDesign preferred)
- Experience with graphic design, AIA contracts, and Newforma is a plus
- Experience in a busy office environment
- Must present a professional presence and demeanor that is reflective of a corporate office environment
- Excellent verbal communication skills and phone etiquette
- Ability to work at a fast pace, handling multiple tasks efficiently and on time
- Must be perceptive with the ability to communicate professionally, relating to individuals at all levels within the firm
- Must have the ability to work in a team-oriented environment, with the capability of identifying and solving problems
- Must be legally authorized to work in the United States for any employer without sponsorship
PGAL offers a comprehensive benefits package that includes medical, dental, vision, disability, life, flexible spending accounts, a 401(k), and profit sharing. We also offer PTO and paid family leave.
If you are highly motivated, detail-oriented, and enthusiastic, able to prioritize, organize, and maintain a positive attitude in a fast-paced environment, please apply.
An Equal Opportunity Employer/Veterans/Disabled
PGAL is a VEVRAA Federal Contractor
