Office Administrator

Position Summary:

Robert Ehmet Hayes & Associates, PLLC, an architectural firm specializing in education facilities, is looking for a highly organized, proactive and detail-oriented Office Coordinator to join our team. This position provides collaborative support to our Project Coordinators and Architects while performing administrative duties for the general office.

Essential Duties and Responsibilities:

• Answering and routing all incoming calls in a professional and courteous manner.
• Writing and distributing emails, correspondence memos, letters, and forms.
• Ordering, organizing, and retrieving current and previous architectural drawings.
• Coordinating incoming and outgoing courier deliveries.
• Filing, typing, copying, binding, and scanning as needed.
• Assisting Project Coordinators with daily responsibilities and workflow management.
• Stocking supplies and maintaining office area organization.
• Personal executive assistant tasks as needed.
• Oversee the transition and maintenance of owner files and office records in electronic formats.

Required Qualifications:

• Associates degree or equivalent, Bachelor’s preferred; equivalent work experience may be considered.
• Strong organizational, planning, and time-management skills.
• Excellent verbal and written communication skills.
• Strong organizational, planning, and time-management skills.
• Ability to take direction from various team members.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook and Teams.
• Experience in architectural/engineering/construction firm preferred, but not required.

Physical Requirements

• Prolonged periods of sitting and computer work.
• Frequent use of phone, keyboard, and other office equipment.
• Ability to occasionally stand, walk, bend, and lift up to 20 pounds.
• Ability to communicate effectively in person, by phone and electronically.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to analyze information and exercise sound judgment.
• Ability to solve problems independently and collaboratively.
• Ability to adapt to changing priorities and business needs.
• Ability to maintain confidentiality and professionalism in sensitive situations.

An aptitude test and on-site interview will take place for qualifying candidates.

Robert Ehmet Hayes & Associates, PLLC reserves the right to modify, interpret, or apply this job description as business needs require. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associates with the position.