Job Description

The ideal candidate will be able to effectively coordinate meetings and other office events. They should be comfortable answering inbound phone calls, distributing mail to employees and handling outgoing mail. They should also possess a friendly demeanor so they can effectively interact with office visitors and interview candidates.

Job Responsibilities

A. Office responsibilities

• Provide high quality administrative support services to professionalstaff.
• Open the office every morning (unlock front door, turn on all lights, fill the printers with paper, etc.)
• Greet Guests and Clients
• Develop and implement office administrative procedures and processesto ensure smooth operations.
• General oversight of studio operations, including studio cleanliness, minor maintenance upkeep, filing and organizing studio supplies and resources, keeping things in general good order.
• Maintain conference room schedule and room preparations.

B. Bookkeeping, HR responsibilities

• Coordination with corporate Admin, HR, IT, and Accounting.
• Assist HR with onboarding as needed.
• Billing: Pull files monthly for billing & refile. Scan billing for submittal to Sausalito. Digital file monthly project invoices. Coordinate approval of Sub-consultant invoices
• Scan expense reports for digital filing
• Update office project list and deadlines weekly
• Administrative coordination with accounting and HR (Projections, job opens, printing monthly reports)
• Coordinate travel itineraries with travel agent & arrange car service

C. Administrative responsibilities

• Create documents from existing templates.
• Supervise the maintenance of filing systems.
• Answer and distribute calls on multi-line phone system.
• Review and respond to general email inquiries.
• Coordinate new Hire orientation & training.
• Coordinate recruitment trips with selected universities annually
• Complete and oversee word processing requests and creation of contracts and proposal

Skills and Experience

• Applicants should possess a proven ability to meet a multiple deadlines in an often fast-paced, high energy office environment.
• We are looking for a proactive, resourcefulself-starter, with the ability to delegate and prioritize workload.
• Efficient organizational skills and excellent attention to detail.
• Proficiency in PC-based computer software including Microsoft Office (Word, Excel, PowerPoint, Outlook), and Adobe Creative Suite (InDesign, Photoshop, Illustrator, Acrobat) is preferred.
• Experience coordinating with accounting teams and knowledge of accounting aspects(A/R, A/P, monthly billing, etc.) is highly desired.
• Interest in working in a creative environment.
• 2-4 years of experience in a similar administrative-type position is preferred, but not required.
• Previous experience managing people preferred.

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