Openings

Office Administrator

We are looking for an energetic, self-motivated, self-directed individual with a positive, optimistic attitude. She or he will be a go-getter and problem solver who is comfortable with and enthusiastic in a supporting role, someone who can be committed to the success of the firm and its members. If you are dedicated, reliable, and looking for a great firm that will help your grow your skills, please apply.

Our ideal staff member:

  • Thrives on collaborating and communicating with others to expand possibilities and create positive contributions.
  • Actively seeks to grow interpersonal skills and social intelligence.
  • Is adaptable and willing to equally consider the diverse opinions and solutions of others.
  • Strives toward excellence and continually innovates for learning and improvement.
  • Is self-challenging, evaluating own assumptions with powerful questions and redefining problems.
  • Is passionate about contributing to and supporting the long-term vision of the organization they belong to.

Responsibilities:

  • Supporting principals and other staff with correspondence, job proposals and contracts, assisting with PowerPoint presentations.
  • Assisting marketing director with data gathering, project pursuits, and creating collateral materials; assisting with PowerPoint presentations.
  • Regularly updating and maintaining contracts and contacts database.
  • Assisting principals and accounting staff with billings, accounts receivables, and bank deposits.
  • Making travel arrangements and scheduling meetings.
  • Maintaining office library.
  • Punching and binding books of reports and engineers' calculations.
  • Handling project-drawings storage requests and returns.
  • Maintaining office facilities overall, such as plant watering and pantry stocking, keeping kitchens in order, ordering repairs.
  • Opening and closing the office daily.
  • Answering phones and greeting guests.
  • Handling outgoing mail and overnight packages; handling deliveries.
  • Running light errands such as shopping for random office supplies; setting up for and breaking down after meetings; providing coffee and snacks for guests.

Qualifications:

  • A bachelor’s degree is preferred, although an associate's degree coupled with good professional experience will be considered.
  • Clear and effective written and verbal skills.
  • Professional personal and phone manner, emotionally intelligent.
  • Ability to multitask and effectively prioritize own tasks/projects.
  • Ability to follow projects and assignments through to completion in a timely manner.
  • Excellent time management and organizational skills.
  • Ability to work without supervision, and also to collaborate and work as part of a team.
  • High proficiency in Word, PowerPoint, and Excel (we have converted to LibreOffice, an open-source suite that runs parallel to Microsoft Office).
  • Knowledge of Adobe InDesign is helpful but not required.
  • Punctuality and dependability (responsible for opening the office at 9 am and closing office at 5:30 pm).
  • A valid California driver's license.

Salary is competitive and commensurate with experience. Benefits include 401k, medical, dental, and vision.