Virtual Office Administrator Jobs (NOW HIRING)

POSITION: Part-Time Office Administrator

LOCATION: Los Angeles

Page & Turnbull is an award-winning firm of Architects, Planners, and Cultural Resource Specialists who are passionate about conserving historic places and reimagining them for the way we live today. With offices in San Francisco, Los Angeles, Sacramento and Washington DC; we're growing and hope to have a meaningful impact on historic places in California and beyond.

This position will provide administrative support for the LA Office as well as the whole firm. Duties include clerical, reception, scheduling meetings, general office coordination, purchasing and cleaning, as well as  project-based support work. Excellent communication skills and a can-do attitude are crucial to this position as the person in this position may be the first contact with a client or vendor.

YOUR CONTRIBUTION IS IMPORTANT

As an engaged member of our team you will have ample opportunity to hone your administrative toolkit and play a key role in the firm's growth and success. Our team is committed to taking care of our people and building an inclusive, equitable and fun workplace. With your organization and resourcefulness, you will have an immediate role in streamlining office operations and supporting firm initiatives.

Time Commitment

This position is intended to be in-person, 16-24 hrs a week. Hours per day and days of the week worked are negotiable.

Supervision

Day-to-day work will be under the general supervision of the Los Angeles Office Director and Principal-in-Charge, with direct supervision by the firm's Director of Operations. Work as a member of the Operations Studio with other administration staff in our San Francisco headquarters to plan and prioritize work activities. Given general procedures and guidelines, develop and refine work routines and carry assignments through to completion with limited feedback.

Primary responsibilities include:

• Overseeing the smooth operation of office systems through regular contact with phone and data providers, IT consultants and technology support staff. Tracking systems maintenance needs from start to finish.
• Acting as the point person for building management.
• Keeping the office stocked with all necessary supplies. 
• Maintaining a centralized cloud database containing office calendars, personnel contact data, preferred vendors, and other key operations information.
• Keep printer and plotter running smoothly, maintain paper and toner in copiers and supplies, coordinate repairs.
• Handling mailings, shipments and packages.
• Answer main line phone calls.
• Assisting in the production of physical deliverables through printing, copying, scanning, and binding.
• Planning employee and firm milestone celebrations and other fun events.
• Arranging office travel and catering.
• Tidy conference rooms, copy room, and collaboration areas.
• Maintain the LA office including: general cleanup such as wipe down horizontal surfaces, pickup up in conference rooms, pickup in kitchen, unload/load the dishwasher, keep refrigerator clean, etc.
• Support Accounting, Marketing, and Project Management staff with administrative tasks.
• Conduct certain aspects of office orientation for new employees.
• Creating a positive and professional physical environment through regular office cleaning, organizing, and culling of unneeded documents and objects.
• Other duties as assigned by the Principals and Office Director.

QUALIFICATIONS

• A high school diploma and at least three years of relevant administrative office work experience.
• Ability to work independently and wear multiple hats.
• Proficiency with Microsoft Office.
• Familiarity with virtual meeting platforms such as Zoom, Teams, etc.
• Ability to communicate clearly through verbal and written communication formats.
• Strong critical thinking, professional judgement, time management, and decision-making skills.
• Excellent organization and attention to detail skills.
• Ability to lift 20 lb.

Rewards/Benefits/Compensation:

• Friendly and collegial atmosphere.
• Paid holidays corresponding to the days worked, including one floating holiday (prorated for part-time employees).
• Sick and bereavement leave.
• Hourly range between $25-28/hour is commensurate with experience. Page & Turnbull is an Equal Opportunity Employer and a participant in the Federal E-Verify program.

To Apply:

If you have a passion for historic preservation, architecture, and design and want to work with smart and collaborative people who are dedicated to their craft and who understand that work satisfaction is an important part of our life, then please send a letter of interest and resume in PDF format to resume@page-turnbull.com.

To make sure your information gets reviewed in a timely fashion, add "P&T [Los Angeles] - Part-Time Office Administrator" in the subject heading.