Administration Manager (Hybrid)
Company: Archinect
Location: Pleasanton
Posted on: January 26, 2023
Job Description:
DAHLIN is an award-winning architecture, planning and interior
design firm with 180+ multi-cultural professionals located
throughout the Western United States. We offer more than 45 years
of experience building communities where we live and work, driven
by the vision of creating places that promote human fulfillment and
well-being. This same Passion for Place - starts with our own
working environment-a positive community where people thrive.
Please visit our website (www.dahlingroup.com ) to learn more.We
are currently seeking an ADMINISTRATION MANAGER to join our
PLEASANTON or SAN DIEGO, CA location. This professional will lead
administrative staff and activities concerned with administrative
operations in the areas of communication, training, documentation
and standardization, ensuring consistency across sectors and
geographic regions. As a member of the Administrative and
Operations Team, responsibilities include collaborating with other
staff across the firm and contributing to a positive and productive
work environment.Interested? If so, please read through this entire
posting and follow instructions to apply. Please note - your
attention to this is an important part of how we evaluate our
candidates.ESSENTIAL RESPONSIBILITIES: -70% - Management of
Administrative Team:
- Work closely and effectively with the Director of
Administration to keep Administrative Team well informed of
administrative activities, challenges, and opportunities, following
up appropriately
- Manage, train, guide, and mentor Administrative team on the
following:
- Communication, documentation, and company processes
- Effectively providing a high-level of administrative support to
principals, project teams and staff, proactively anticipating needs
and ensuring completion of tasks
- Keeping Team well informed of upcoming commitments and
responsibilities, following up appropriately
- Preparation of reports and documents, travel arrangements,
scheduling of events and meetings, and full cycle expense report
reimbursements, all done in a timely manner with attention to
detail and accuracy
- Creating, proofing and editing complex documents, proposals,
presentations, and spreadsheets in a timely manner with attention
to detail and accuracy
- Preparing for, leading and/or participating in, administrative,
project and operational reporting meetings
- Working on assignments that are complex in nature and require
considerable judgment, initiative, and technical/specialized
knowledge to resolve problems and/or develop recommended
solutions
- Proper contract/budget management; maintain project tracking
per project budget, and upload project documentation per firm
standards
- Other assignments as needed15% Project Support as needed for
backup coverage to Administrative Team:
- Assist Principals and Project Managers with preparing and
tracking project schedules, budgets, and billing
- Manage project correspondence; provide support to Project
Managers with construction administration to ensure submittals,
RFIs (log, route for review, stamp, return to general contractor,
etc.), PRs, ASIs, Change Orders and contract completion documents
are recorded and documented properly for project team members to
review
- Review Prime Agreement and Subcontract Agreements, Copy
Agreements, Scope, and Schedule; prepare and coordinate amendments
as needed
- Coordinate, track, and process subconsultant invoices in
collaboration with Project and Accounting Teams
- Attend meetings and prepare draft meeting minutes for PM
approval
- Coordinate project documents for reproduction and
distribution
- Receive and review all incoming construction correspondence /
submittals and forward or respond as necessary under direction of
PM
- Prepare, track, edit and execute all project proposals
- Assist in project set-up and tracking revenue in Deltek
Ajera
- Review and coordinate project closeout documents -15%
Executive-Level Support:
- Provide administrative support requiring confidentiality,
initiative, and sound decision-making
- Prepare for, and participate in, project and operational
reporting meetings
- Special projects, audits and assignments as neededKNOWLEDGE,
SKILLS, & ABILITIES:
- Able to meet and proactively anticipate changing priorities,
while remaining pleasant and prepared to do whatever is required
with a professional disposition
- Ability to work independently on projects, from conception to
completion, and must be able to work under pressure at times to
handle a wide variety of activities and confidential matters with
discretion
- Excellent interpersonal and customer service skills with a
positive and responsive attitude.
- Excellent written and verbal communication skills, including
communicating with respect, and ability to adjust communication
style relative to audience
- Proven ability to appropriately prioritize tasks and meet
deadlines with minimal supervision
- Excellent organizational and planning skills with attention to
detail and accuracy
- Seeks appropriate approvals; understands authority and who
needs to be involved in decision making
- Proven problem solver and team player
- Proven ability to work effectively with a variety of different
people and at all levels in the organization
- Ability to handle highly confidential matters with
discretion
- Expert computer skills in Microsoft Office Suite (Word, Excel,
PowerPoint and Outlook) -MINIMUM EXPERIENCE, EDUCATION, &
CERTIFICATION:
- 10+ years' administrative experience supporting executives
- B.A. or equivalent combination of relevant work experience and
education
- Work in a creative or professional services environment
supporting multiple leaders.
- Experience working with an Architecture or Engineering firm is
a plus.
- Must be legally authorized to work for any employer in the
United States without any restrictions or visa sponsorship.We offer
a competitive compensation package based on experience and
qualifications. Excellent benefits include medical, dental, and
vision coverage. We also offer the opportunity to participate in a
pre-tax Flexible Spending plans for medical, childcare, and
commuter expenses, Employee Stock Ownership Plan, and 401k.How to
Apply: -Please include a cover letter with your resume (PDF or
Word/5MB max) that tells us why you are our ideal candidate and why
you want to work for our firm. Inquiries that do not follow these
instructions may not be considered.Real people review every
application, so we regret that due to the large volume of
inquiries, we are unable to accept phone calls regarding the status
of applications. We'll be sure to contact you if we need more
information. Apply now!DAHLIN is committed to welcoming and
supporting a diverse community of professionals. As such, women and
people of color are especially encouraged to apply.DAHLIN is an
Equal Opportunity Employer and participates in E-Verify.We do not
accept resumes from recruiters, placement agencies, or other
staffing vendors who have not signed an agreement with us.
Unsolicited resumes will be ineligible for referral fees. Connect
with us on Twitter and Instagram to keep up with the latest job
openings and images of work by Archinect's hiring employers...
Keywords: Archinect, Pleasanton , Administration Manager (Hybrid), Executive , Pleasanton, California
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