Office Manager

BSA Lifestructures Inc•Austin, TX

20d

About The Position

BSA is seeking a dedicated and organized Office Manager to join our dynamic Austin studio, recently recognized by Zweig Group as one of the Best Firms To Work For. In this role, you will play a key part in supporting our team and helping create environments that foster healing, learning, and discovery.

Requirements

Educational Background: Bachelor's degree or equivalent in education, training and experience.
Experience: 2-5 years of experience functioning in an administrative capacity.
Software Skills: Microsoft Windows Environment, Microsoft Office: Word, PowerPoint, Excel, Access

Nice To Haves

Building design industry experience preferred but not required.
InDesign experience and basic knowledge of Deltek Vantagepoint preferred.
Experience with ProCore desirable.

Responsibilities

Provide a wide variety of administrative support to multiple team members, including the Studio Director.
Prepare routine and advanced correspondence including letters, meeting agendas, meeting minutes, and reports.
Manage lobby area. Open lobby; ensure coffee is stocked and accessible; greet guests upon arrival; maintain supply of water/soda for guests and meetings.
Answer incoming calls. Distribute incoming mail and packages.
Maintain office organization (clean break rooms, water plants, organize conference rooms, etc.). Purchase and maintain office supplies.
Schedule meetings, conference calls, and appointments; arrange for catering if necessary.
Schedule rental cars; coordinate with rental company on maintenance of long-term rentals. Maintain calendars for long-term rental cars, conference rooms, and other resources.
Coordinate, report, and follow up on building maintenance and security issues; serve as point of contact for vendor and building maintenance.
Assist with administrative needs for other offices as needed.
Assist with regional office Architecture and Engineering and Interiors lunch and learns including ensuring room availability, coordinating lunch arrangements, clean up, and recording attendance.
Maintain regional office page on company intranet.
Serve as an employee onboarding liaison for new employees; ensure the onboarding experience is effective.
Assist with marketing efforts and research.
Assist with preparation for monthly studio huddles.
Assist with Project Related Documents.
Monitor 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 process and documentation via use of ProCore or other on-line platform.
Assist with maintaining client contacts and information in Deltek CRM.