Adamick Architecture is in search of a skilled and personable candidate to fill the role of Office Assistant. In this position, you will assist the operations manager and principal architect in running a six-person architecture firm. We are looking for someone who is organized, dependable, proactive, and a great communicator. This is a part-time position, approximately 16–20 hours per week, located in office with schedule flexibility during our office hours.
Responsibilities:
Responsibilities of the Office Assistant include, but are not limited to:
- Perform receptionist duties, provide client support, and maintain the office environment
- Receive calls, take messages, and serve as a welcoming first point of contact
- Set up appointments and manage the company and principal architect’s calendar on Outlook
- Collect information from potential clients (website, organic, or referrals), enter them into CRM software as leads, and schedule consultations
- Scan and organize project-related documents
- Purchase office inventory, including paper products, kitchen/bathroom supplies, and equipment
- Assist the operations manager in the production and updates of proposals, reports, applications, and other documents
- Coordinate and mail holiday greeting cards
- Assist in planning and coordinating team events including the holiday dinner, annual crawfish boil, annual Fall BBQ, annual bowling tournament, and other team-building activities
- Contact clients regarding past-due balances and assist with collections
- Enter expenses and financial information into QuickBooks
- Enter, track, and audit expenses and mileage in Harvest project management software
- Pay routine bills and create/print checks
- Coordinate with the bookkeeper and accountant as needed
- Track time via Harvest
Requirements:
- Experience in an administrative or office support role
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams)
- Experience with Adobe Suite
- Experience with QuickBooks
- Strong proofreading skills and attention to detail
- Excellent oral and written communication skills
- Strong organizational skills with the ability to juggle and prioritize multiple tasks
- Punctuality and dependability are essential
- Ability to work well under pressure and adjust priorities as needed
- Proactive, self-starting mindset with a positive, team-oriented attitude
We offer hourly compensation commensurate with experience.