Administrative​/Accounting Assistant

Position: Administrative / Accounting Assistant
Architectural firm seeking an innovative Administrative/Accounting Assistant with strong organizational skills to contribute to its diverse team of professionals.

Duties include:

* Maintain office files, both electronic and hardcopy. Scan documents into system under appropriate project.

* Maintain meeting minutes in accordance with internal and client procedures.

* Reconcile AMEX receipts to statements. Ensure proper project number is charged.

* Enter A/P invoices into Quick Books. Perform check runs as needed.

* Bill Clients and enter A/R invoices into Quick Books monthly (or as needed).

* Receive and account for employee timesheets for bi-weekly payroll.

* Draft and format letters, assessments, and reports with project information.

* Schedule and maintain calendar of appointments, meetings and travel itineraries and coordinates related arrangements.

* Coordinate conference room scheduling.

* Answer phones, transfer calls to appropriate parties; relay messages.

* Greet and direct guests entering and leaving the office.

* Assemble and compile basic data for presentations as directed.

* Prepare AIA contracts. Type material from rough drafts or revised drafts following standardized formats using AIA software.

* Ensure contracts are signed by appropriate principals. Mail, scan and file as needed.

* Perform other duties as assigned.

Requirements

* High School Diploma or GED, plus a minimum of 2 years' experience in related field.

* Strong Microsoft Office skills required, including:
Outlook, Word, Excel, Power Point and Adobe Suite. Experience in Adobe InDesign preferred

* Excellent verbal, written and communication skills required

* Experience working in the Architectural & Engineering industry a plus

* The ability to work independently and multi-task is crucial. Candidate must be organized, flexible, and able to prioritize in a fast-paced environment.

* Proficiency in Quick Books is highly preferred