Office Manager at BSA LifeStructures Inc. in St. Louis, Missouri

Job Description:

The purpose of this position is to provide a wide variety of administrative support to the St. Louis office as well as providing support to other members of the firm as needed. This role will anticipate the needs of the St. Louis studio and it's leaders to ensure a smooth running office environment and strong culture.

Essential Duties and Responsibilities

• Provide a wide variety of administrative support to multiple team members.


• Prepare routine and advanced correspondence including letters, contract proposals, meeting agendas, meeting minutes, and reports.


• Monitor all project submittal and filing deadlines and keep project leaders informed of deadlines.


• Prepare project specifications and ensure accuracy.


• Serve as editor and final review of all project documentation prior to release to client.


• Manage construction administration and management documentation.


• Manage lobby area. Open lobby; make coffee; greet guests upon arrival; maintain supply of water/soda for guests and meetings.


• Answer incoming calls; maintain in-house employee phone list.


• Open, sort and distribute incoming mail.


• Schedule meetings, conference calls, and appointments; assist with travel arrangements.


• Schedule rental cars; maintain calendars for company cars, conference rooms, and other resources.


• Schedule oil changes and maintenance on company cars.


• Coordinate, report, and follow up on building maintenance and security issues.


• Assist with administrative needs for other offices as needed.


• Assist with regional office Architecture and Engineering lunch and learns including ensuring room availability, coordinating lunch arrangements, clean up, and recording attendance.


• Maintain office organization (clean break rooms, water plants, organize conference rooms, etc.)


• Maintain regional office page on company intranet.


• Serve as point of contact for vendor and building maintenance.


• Serve as an employee onboarding liaison for new employees; ensure the onboarding experience is effective.


• Assist with maintaining client contacts and information.


• Assist with marketing efforts and research.

Secondary Duties and Responsibilities

• Make catering arrangements as needed.


• Maintain professional and technical knowledge by participating in learning opportunities provided by the firm and seeking opportunities for learning outside of the firm.


• May be required to perform other duties as assigned.

Critical Skills and Abilities

• 
  Computer skills required: Microsoft Windows Environment, Microsoft Office; Word, PowerPoint, Excel, Access and Google Mail and Calendar, LifeStructures Link, and InDesign experience preferred, and Basic knowledge of Deltek Vision and Cosential preferred.


• 
  Effective communication skills: Strong communication skills, both verbal and written. Ability to read and interpret information.


• 
  High accuracy and attention to detail: Able to perform work and job function with precision and accuracy; carefully monitors processes; concentrates on details, organizes and maintains a system of records.


• 
  Ownership Mentality:  Possesses a sense of ownership in all deliverables. Utilizes knowledge and opportunity to continually strive for excellence within an empowering culture. Collaborates and supports fellow employee owners in ongoing improvements. Understands personal accountability within their role in the company.  

BSA LifeStructures is an Equal Opportunity Employer.

Experience

Preferred

• 2 - 5 years: Experience functioning in an administrative capacity. Building design industry experience preferred.

Education

Preferred

• Bachelors or better

Behaviors

Preferred

• Team Player: Works well as a member of a group


• Loyal: Shows firm and constant support to a cause


• Enthusiastic: Shows intense and eager enjoyment and interest


• Dedicated: Devoted to a task or purpose with loyalty or integrity

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