Office Administrator at Ayers Saint Gross in Baltimore, Maryland

Job Description:

About Ayers Saint Gross

Ayers Saint Gross is an internationally recognized design firm with expertise in architecture, planning, landscape architecture, graphic design, interior architecture, and space analytics. Since our founding in 1912, we have built a reputation for designing environments of enduring value. The focus of our expertise and most of our work supports mission-driven clients, particularly colleges, universities, and cultural institutions. Our design approach is inspired by a critical and analytical discourse, a respect for past wisdom, a mind to future potential, and a belief that we have an obligation to leave places better than we found them. Our mission is to engage people and places to create designs that enrich our world. With over 180 professionals, we are headquartered in Baltimore, Maryland with offices in Washington, DC and Tempe, Arizona.

Position Summary

The Office Administrator will undertake daily administrative tasks including fielding incoming calls, greeting staff and visitors, and maintaining relationships with vendors. Undertaking these tasks with a service-oriented mindset is key to ensure the office is a welcoming and productive environment for all staff to work effectively and efficiently. The ideal candidate will be competent in prioritizing, organized, proactive, and have excellent oral and written communication skills.

Responsibilities

Hospitality and Office Support:

• Create a pleasant first impression of the firm – welcome clients and other visitors to the office, answer phone calls to provide assistance and information or direct inquiries to the appropriate contact.
• Office & People and Culture support – assist with scheduling, planning, vendor arrangements, and general administrative duties as requested to support firm events and committees.
• Serve as a primary liaison between building management and staff for administrative and maintenance tasks like parking, janitorial services, HVAC, fire, and emergency drills, etc.
• Maintain and order office supplies as necessary.
• Open, sort, and distribute mail; Manage shipping and mail services.
• Process and manage parking validation for visitors and employees as needed.
• Order food for office events and meetings. Assist with conference room set-up and clean-up as requested.
• Share responsibility for the upkeep of conference rooms, kitchen, and common areas; coordinate maintenance of office and kitchen equipment.

Project and Personal Assistance:

• Organize and schedule appointments and visits with outside vendors.
• Operational support – Assist COO with office and firm management tasks, including support of administrative needs related to contracts and licensure compliance.
• Accounting support – Basic data entry into excel or online database systems to support expense and vendor processing. Scan or download receipts and invoices to support expense report processing as requested.

Travel Support and Organization:

• Make travel arrangements and process expense reports as requested; Scan travel expense receipts for employees as requested.
• Manage employee travel preference profiles and vendor relationships.

• Applicable knowledge of office equipment and procedures including computers, photocopiers, printers, fax machines, mailing equipment, telephone systems, and filing systems.
• Ability to understand and follow oral and written instructions.
• Ability to interact effectively with internal and external parties in a courteous and efficient manner.
• Ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.
• Ability to lift up to 20 pounds.
• Strong attention to detail, follow-through and excellent organizational skills and time management skills
• Strong interpersonal skills with the ability to communicate and manage well at all levels of the organization and with staff at remote locations.
• Ability to manage challenging issues and handle conflict appropriately.

Why work at Ayers Saint Gross?

• We are a design-driven firm working with exceptional clients.
• We are an employee-owned company, with over 100 years of design excellence.
• We encourage our employees to pursue local and professional advocacy groups.
• We provide the opportunity to help with pro-bono initiatives that bring Architecture and Design to the community.

Ayers Saint Gross is a respected leader in the community offering a highly energized work environment. For additional information and to apply online, please visit our website at www.ayerssaintgross.com. Please include a link to your online portfolio in your resume.

Ayers Saint Gross is an Equal Opportunity and Affirmative Action Employer, M/F/Disability/Veteran.

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