Studio Administrator

Perkins Eastman•Boston, MA

1d•$71,000 - $83,000•Hybrid

About The Position

Life at PE: Perkins Eastman is a global architectural design practice with expertise in all aspects of the built environment, working at all scales, and at every level of detail. With studios in 24 locations worldwide, we design for people, to leave a lasting and positive impact on the human experience and the world we inhabit. This is captured in our ethos "human by design". We believe design is a collaborative art and we are structured as integrated practice of passionate professionals committed to delivering the best design for our clients. Our team of diverse and complementary talents work together in studios, that can draw from relevant expertise and points of view from across the whole practice to analyze and solve the specific design challenges they are working on. Within the firm we have 18 practice areas, cores of expertise, that focus as centers of knowledge and analysis, that are both an essential foundation and fuel for the creative design work. Sustainability is intrinsic to our design approach. It is an essential ingredient for the design teams throughout the process, adding valuable insights, ideas, and research to the process. For us all good design is sustainable. The Opportunity: The role of the Studio Administrator is essential to maintaining a positive and mutually supportive culture within this creative Architectural Studio. This role is part of the Operations Team for the region and reports directly to the Regional Office Manager. The Studio Administrator represents the face of the office and needs to have a positive and upbeat personality and attitude. Our ideal candidate is a smart self-starter, who goes above and beyond to support and nurture our hard-working team.

Requirements

Associate or Bachelors Degree required.
Minimum of 5 years or more experience as Administrative Assistant, Office Administrator, or similar, for a small to medium size business entity; Experience with Architecture or Engineering firms preferred.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Excellent organizational, time management, and communication skills
Ability to establish and enhance effective working relationships with co-workers.
Be self-motivated with the ability to respond to issues of urgency, in a timely manner.

Nice To Haves

Experience with Affinity Design Suite and Deltek Vision is a plus.

Responsibilities

Office/Studio Operations Create positive first impressions when greeting our guests and provide exceptional hospitality level services during their visits.
Responsible for the day-to-day operations of the office, including general office functions, maintaining office and pantry supply inventory, and providing general tidying and upkeep of the office.
Review/approve local vendor invoices (for routine, contracted services)
Assist in preparing, monitoring and managing the annual office expense budget and prepare quarterly reporting, in coordination with Managing Principals and Regional Office Manager
Responsible for local onboarding and orientation of new employees to the Studio
Review/approve time sheets and expense reports in a timely fashion to ensure compliance with company policies, as well as assisting Principals with compiling receipts and submitting expenses.
Coordinate/plan Studio-wide staff events (holiday parties, wellness events, workshops, presentations, etc.), in conjunction with Regional Office Manager and Managing Principals.
Support Principals in tracking and maintaining architectural licenses in various states.
Maintain Studio PTO calendar, seating plan, and phone listings.
Collaborate with local team, as well as company-wide IT team, providing basic troubleshooting, including printer/toner issues, paper jams, setting up docking stations, etc.
Assists with travel arrangements and coordination with travel agent, as needed.
Coordinate with Regional Office Manager and provide back-up support, as needed, to Region-Wide Operations Team remotely.
Support Managing Principals, Project Managers, and Regional Office Manager with additional tasks, as requested.
Project Management Administration Support: Under direction of the Project Manager, assist with prime agreements, work authorizations, master agreements, certificate of insurance, W-9s, etc.
Maintain records archiving and retention process, with input from project managers.
Facilities Management: With Regional Office Manager, liaison with building management (building access, concierge, office cleaning, maintenance/repair, etc.)
Coordinate and facilitate with building management regarding events, fire drills, inspections, etc.
Routinely compile list of maintenance repairs and coordinate with Regional Office Manager for resolution.
Coordinate and schedule vendor activities, equipment servicing, and other office maintenance contractors, such as cleaners, etc.