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Assistant Office Manager for NYC Architecture Firm

Oliver Cope Architect, LLC New York, NY
  • Posted: over a month ago
  • $50,000 to $60,000 Annually
  • Full-Time
  • Benefits: Medical

Assistant Office Manager wanted for busy high-end residential architecture firm in New York City. The Assistant Office Manager will assist the Office Manager, Principal and the Architectural Staff in day-to-day office operations and architectural projects. The Assistant Office Manager will also handle front-desk duties as the first point of contact for all callers and guests.

Our office is friendly and fast-paced, with a staff of about 20 people and 4 phone lines. Our focus is on delivering the highest in customer service to our clients. Our ideal candidate has a design or creative background, is inquisitive, self-motivated, organized, punctual with excellent communication skills and experience in client services.

Required Experience:

· Exceptional customer service skills.

· Strong written and verbal communication skills.

· Basic knowledge of computers (MacOS), printing equipment and related troubleshooting skills.

· Working knowledge of Microsoft Office Suite and Adobe Creative Suite.

· Strong organizational skills. Able to prioritize effectively and efficiently with the ability to handle multiple tasks simultaneously.

· Problem solving skills and attention to details.

Duties include:

· Meeting and greeting all clients and guest and creating a welcoming environment.

· Answering incoming phone calls and directing calls to the appropriate person.

· Managing the conference room schedule, keeping conference room organized, providing food and beverage set-ups for meetings.

· Managing and scheduling conference calls and web meetings.

· Scheduling and coordinating staff “lunch & learns”.

· Maintaining inventory of office supplies.

· Acting as the main point of contact for all deliveries and shipments.

· Administrative support, general filing, reports, logging and distributing consultant invoices, etc.

· Maintaining office contact database.

· Organizing sample library and creating system of cataloging samples.

· Maintaining reference library of books and building codes. Keeping code books up to date.

· Maintaining office photo catalog.

· Working with Office Manager in creating systems for streamlining workflow and office efficiency as necessary.

· Working with Office Manager for on-boarding of new staff.

· Working with Office Manager to maintain Instagram and other websites.

· Scheduling office events, such as holiday parties or happy hours.

· Maintaining and coordinating office gifts.

· Assisting in minor troubleshooting of office equipment and computer issues and coordinating with the IT consultant.

· Assisting the Principal and architectural staff with a variety of tasks as needed, including:

- helping with graphic layout of presentation materials using Adobe suite of products.

- document management including scanning of drawings, filing and distributing to our consultants.

- updating architectural schedules in M.S. Excel and Word.

Benefits:

Health Insurance, Paid Holidays, Paid Time Off, Elective Dental & Vision Plan, SEP-IRA retirement plan available for full time employees after the completion of 3 years.

Oliver Cope Architect, LLC

Why Work Here?

Competitive salary based on experience. Excellent Benefits. Creative & friendly environment with opportunity to grow. Chelsea NYC!

Oliver Cope Architect is an award-wining architectural design firm located in New York City specializing in classically American homes in a variety of historical styles.

Address

135 West 26th Street, New York, NY 100001
New York, NY
USA

Website

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