Office Administrator

PGAL is an international design firm specializing in architecture, interior architecture, engineering and planning for a diverse group of public and private sector clients. Our culture is energetic, collaborative and open and offers the opportunity to work on a wide range of project types. PGAL is an ideal place to build a career and develop skills in administration, design, project delivery, entrepreneurship, leadership and life.

We are seeking a reliable and detail oriented Office Administrator responsible for various administrative duties requiring a thorough knowledge of office routines to support the activities of management and office staff.

Responsibilities:

Include, but not limited to,

- Assist Principal and staff in all administrative functions

- Answer/direct all incoming phone calls and greet all office visitors professionally and courteously.

- Maintain and assist with paper and electronic files

- Coordinate meetings, WebEx presentations, and conference calls

- Assist with logging all RFI's and shop drawings in Newforma

- Provide assistance typing contracts, AIA Documents, and proposals

- Partner with Accounting Department for all invoicing related to office

- Maintain building security by following procedures and maintain a clean reception area

- Receive and distribute daily mail and notifications for packages

- Prepare outgoing mail, and arrange for outgoing deliveries by courier and FedEx

- Order food for office meetings, schedule lunch-n-learns, and assist with special inhouse events

- Daily set-up, clean-up and restocking of departmental kitchen supplies; clean out refrigerator weekly

- Monitor and maintain office, toner, and kitchen/coffee supplies

- Coordinate and maintain offsite storage

- Coordinate vendor maintenance and repair

- Other duties as assigned

Qualifications:

- High school education or equivalent

- Proficient in Microsoft Word, Excel & Outlook, and InDesign

- Experience with graphic design, AIA Contract Software or Newforma is a plus

- 3+ years of relevant experience in A/E/C or allied industry preferred

- Experience in a busy office environment

- Must present a professional presence and demeanor that is reflective of a corporate office environment

- Excellent verbal communication skills and phone etiquette

- Must be a reliable self-starter and have a strong service-oriented demeanor

- Ability to work at a fast pace, handling multiple tasks efficiently and on time

- Must be perceptive with the ability to communicate professionally, relating to individuals at all levels within the firm

- Must have the ability to work in a team-oriented environment, with the capability of identifying and solving problems

- Must be legally authorized to work in the United States for any employer without sponsorship

PGAL offers a comprehensive benefits package including medical, dental, vision, disability, life, flexible spending accounts, 401(k) and profit sharing. We also offer paid leave inclusive of holidays, vacation, and sick.

If you are a highly motivated, detail oriented and enthusiastic candidate with the ability to prioritize, organize, and maintain a positive attitude in a fast-paced environment, please apply.

An Equal Opportunity Employer Females/Minorities/Veterans/Disabled