Office Administrator / Assistant to the Principal and Design Director:
Job Description
The Office Administrator’s role is to assist the interior design team and office in detailed and thorough administrative tasks. This requires excellent organization and communication skills. The Office Administrator must be comfortable managing ALL aspects of the office as required by the Principal, Design Director, and the design team.
Job Responsibilities – Office Administrator:
- Planning, organizing, and managing team and client meetings
- Create team events and manage company culture
- Manage interns and the intern hiring process
- Manage the office calendar and coordinate scheduling of vendor presentations
- Assist the accounting department to review and process client payments
- Maintain the company’s organizational systems and tools
- Maintain a tidy, organized, and efficient office space, ordering office supplies, etc.
- Assist in new employee hiring and training including the onboarding process, coordinate paperwork, W9’, reviewing Employee Handbook, etc.
- Maintain client confidence and good relations
- Maintain employer/employee confidentiality
- Answer office phones and take detailed messages
- Coordinate with the IT Team to sure all systems are always working properly
- Support the bookkeepers with paperwork and standard procedures
- Manage company goal setting with Principal and Design Director and the team
- Maintain regular meetings with the Principal and Design Director for scheduling tasks, delivering updates, goal setting, etc.
- Assist the marketing team in coordinating content, formatting, printing, and proofing of marketing materials
- Coordinate with the company insurance to ensure all documents are kept up to date
- Assist the Principal, Design Director, and Designers on coordination of installations and photoshoots
- Coordinate with vendors to ensure the design library is updated with the latest finishes, products, and materials as needed
- Analyze office expenses and products for a greener more efficient office
- Assist the design staff with simple purchasing, coordination, and installation tasks as needed.
Job Responsibilities – Assistant to Principal:
- Organize travel and accommodation arrangements
- Organize and maintain calendar and appointments
- Drafting email correspondence on behalf of Principal as needed
- Carrying out specific projects and research
- General but thorough filling and mailing
- Time Billing data entry
- Typing documents
- Personal errands