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Office Manager / Administrative Assistant

Company: FGM Architects
Location: Reston
Posted on: September 21, 2022

Job Description:

OFFICE MANAGER / ADMINISTRATIVE ASSISTANT FGMA is an employee-owned, award-winning professional service firm with an emphasis on service to the communities in which we work. Our projects respond to the goals of our clients, the context of their sites, the environment that sustains them and the communities they serve. Established in 1945, FGM Architects serves PK-12 Education, Higher Education, Municipal, Public Safety and Recreation, Federal and Corporate clients from our offices in Illinois, Missouri, Wisconsin, Texas and Virginia.We are seeking an Office Manager / Administrative Assistant in our Reston, Virginia office to join our team and assist with a variety of administrative tasks. Responsibilities Embody our approach to positive client experience by warmly interacting with all clients and vendors at the front desk and through phone communications. Maintain office and kitchen supplies. Proactively assist with administrative tasks to support architectural studio needs in a professional manner. Process all mail and deliveries (incoming and outgoing), including maintaining the postage machine. Assist Marketing team with general marketing materials, RFQs/RFPs, proposals, social media presence, etc. Maintain library of design samples, coordinate with sales reps on updating stock. Coordinate vendor presentations/visits and communicate to staff. Assist HR and IT teams from other offices as local office support. Assist with set up of new workstations for new employee. Coordinate service, repairs, and maintenance as necessary. Coordinates vendor relationships of all office services (e.g. printing equipment, copiers, kitchen supplies, etc.) Coordinate special projects and events as assigned (e.g. team building activities, celebrations, office meetings and social events). Set up catering orders as requested for meetings. Assist in setting up lunches and clean up. Track and update registration/certificate for professional licenses. Setup meeting rooms, displays, equipment, and helps with other logistics before meetings. Assist with travel bookings (e.g. flights, hotels, restaurants, etc.). Ensure common space (kitchen, reception, lab area) are in presentable manner at all times. Provide document support as required for professional staff. Assist architectural staff with contract preparations and construction administration tasks such as generating AIA documents, setting up logs, maintaining master contact lists, receiving and distributing RFIs, submittals, CCDs, and change orders. Skills & Credentials 3+ years of experience providing marketing or administrative support. Experience working in a professional environment with technical, managerial, and operational capabilities. A/E/C or similar professional services experience is preferred but not required. Superior verbal and written communication skills, consistently presenting in a polished manner. Computer proficiency in Adobe InDesign, Adobe Photoshop, and all Microsoft applications (Word, PowerPoint, Excel and Outlook) required. Experience with Deltek Vision and/or OpenAsset is preferred but not required. Strong attention to detail, organization skills and the ability to effectively handle competing priorities, and manage multiple assignmentsFGM is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.Job Type: Full-time

Keywords: FGM Architects, Reston , Office Manager / Administrative Assistant, Executive , Reston, Virginia

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