Office Manager/Administrative Assistant Job at SWA Group, New York, NY

TGwzWFVOd1owMUQyTWRvWk93bDRhaEtxNGc9PQ==
  • SWA Group
  • New York, NY

Job Description

Qualifications:

  • 3+ years providing administrative support to leadership/principals at a design firm (preferably landscape architecture)
  • Ability to multitask and meet deadlines in a busy studio environment
  • Proficiency in Microsoft Suite (and Adobe Creative Suite, if possible)
  • Experience coordinating accounting processes

Responsibilities:

  • Greet guests and clients
  • Answer calls forwarded by the office intern(s)
  • Monitor studio email account, respond to general inquiries and forward RFPs to marketing coordinator and Managing Principal
  • Provide occasional support to marketing coordinator
  • Handle incoming and outgoing packages and distribute subtenant mail
  • Maintain studio's cleanliness, order kitchen and office supplies, and manage minor maintenance
  • Liaise with landlord and building super on building repairs
  • Maintain office license, its alarm and keycards, and City Letters of authorization for business
  • Manage office-wide contact list
  • Maintain general office filing system
  • Properly file proposals and executed contracts for projects you're involved in
  • Manage and renew professional liability insurance and miscellaneous insurance
  • Coordinate notary as needed
  • Provide general and administrative support to principals, including keeping track of CEUs, contact lists, and drafting large documents
  • Create travel itinerary for principals
  • Assist with passport and visa applications for business travel
  • Provide device and computer support to principals alongside IT director
  • Oversee employee calendar, including employee remote schedules and time off
  • Oversee timely submission of employee timesheets and assist principals with their timesheets
  • Oversee all studio job postings, coordinate applicant interviews, orientation & training
  • Liaise between corporate and principals on yearly, in-studio performance reviews
  • Liaise with corporate Admin, HR, IT, and Accounting departments
  • Coordinate with other SWA office managers as needed
  • Arrange catered lunches, holiday party, Staff Lunches, and team-building events
  • Manage weekly events such as Hooch, Principals Lunches, and Finance Meetings
  • Oversee studio billing process, projections, monthly reports
  • Maintain and renew all state licensure for principals
  • Keep studio within its allotted budget and exercise fiscal discipline when necessary
  • Submit all purchases made with the corporate PEX card to Accounting department
  • Manage cash lockbox and submit usage to Accounting periodically
  • Coordinate with other SWA office managers as needed

Job Tags

Full time, Internship, Work at office, Remote work,

Similar Jobs

Westgate Resorts

Resort HVAC Technician 3 Job at Westgate Resorts

 ...property. Ability to communicate and interpret guest needs by positively interacting towards resolutions. Must comply with all CFI/Westgate Resorts policies and procedures. Must always represent Westgate Resorts in a professional manner through appearance, dress... 

Newscape Studios

Freelance Toon Boom Animator-YouTube Studio Job at Newscape Studios

 ...Job Summary Newscape Studios, Inc has a dozen YouTube channels, with over 10 million total subscribers. We create content based...  ...popular video games such as Fortnite, Minecraft, and original animations. Newscape also produces a vast array of videos for a young audience... 

Wise Equation Solutions Inc.

Business Analyst )Real Estate Tech Support Specialist) - (Full-Time) Job at Wise Equation Solutions Inc.

Must-Have: Proficiency in writing Oracle SQL queries for data analysis and reporting. Good-to-Have: Experience in Real Estate or Financial industry and familiarity with IT systems and workflows.

Uber

Global CRM Marketing Associate Job at Uber

 ...the way people live. To get there, we're looking for pro-active marketers to tackle some of the most challenging problems of our time....  ...qualified applicants regardless of criminal histories, consistent with legal requirements. If you have a disability or special need that... 

Qualified

Senior Website Designer Job at Qualified

 ...pipeline with one powerful platform. Piper operates across both the website and email, working to engage website visitors, capture leads,...  ...is looking for a seasoned pro to fill the role of a Senior Web Designer. This position is perfect for a design professional who is...