ABOUT US:

AS+P is an architectural firm located in Jenkintown, PA, specializing in custom residential projects. It is well-known for its design of “Asher Houses”, which grace the streets, bays and beaches of exclusive New Jersey Shore Towns and Philadelphia suburbs and are recognizable for their elegant simplicity and timeless details.

WE ARE SEEKING:

An Office Assistant with excellent communication, organization, and managerial skills to provide support for staff and office operations on a daily schedule (flexibility of hours to be discussed). The candidate should be motivated to work both independently and as a team player for the firm. The

Office Assistant is under supervision of the Business Manager and Partners.

PRIMARY RESPONSIBILITIES:

+ Reception

Greets clients and office visitors, determining purpose of visit and escorting to appropriate location

Assists with preparation for meetings, beverages as needed by PM

Answers and screens phone calls, directing to appropriate staff, taking phone messages when needed

Care in receiving inquiry calls and directing them to Business Manager or Partner

+ Office Management

Acts as liaison between AS+P and building management (BET), trash and cleaning crews when needed

Oversees refill and maintenance of coffee machine

Oversees maintenance of office equipment and acts as point of contact for vendors associated with leased equipment

Orders copier and plotter paper and toners and keeps track of stock of those items.

Handles delivery and restocking of all office supplies and stationery.

General housekeeping regarding kitchen rules, reminders and spring/fall refresh of both kitchen areas

Daily wipe down of conference room tables, counter and highly touched surfaces (coffee machine, fridge and micro handles)

Handles subscriptions to magazines, online publications

+ Administrative Roles

Assists with Proposal Editing in conjunction w/ Business Manager and Partners

Oversees AS+P Office Calendar, updating with events, holidays as directed by Partners/ Business Manager

Future assistance with payroll under direction from Business Manager

Clerical support including filing and record-keeping

Coordination and tracking of Partner & Firm Architectural Licenses

Enter Employee Credit Card Expenses

+ Onboarding

Assists Business Manager and IT consultant with setup and seating arrangement and for new staff.

Directs new staff to trainer and assists with general introductions and office tour

Assists new staff with phone and voicemail set up

Keeps internal extension list and seating chart updated

+ Mail & Deliveries

Receives mail, documents, packages and courier deliveries and distributes in office

Assists with FedEx packaging.

Keeps postage stocked and handles drop-offs at Post Office or FedEx when needed.

+ Staff support

Assists with Sealing/Signing of Permit Drawings as needed

Supports Firm Principal by assisting with calendar updates, booking meetings

Update Workflow Whiteboard with project tracking from Partner/Business Manager

General assistance to help with increased efficiency in the office

Tracking Updates to Code Literature as requested by Staff

Assist Sample Librarian with organization of material and product library

Handles booking of travel/lodging when needed for professional development or client related events

Member of Events Committee and assists with booking and pricing of events, office outings and luncheons

Assists with inputting combining multiple Excel Bid Forms into Bid Comparison Spreadsheet

+ Client Relations

Handles ordering gifts/flowers for clients upon project completion.

Assists with booking of client lunch meetings when needed

Marketing

Organizes Social Media Calendar to present and review monthly with Social Media Team

Ability to manage social media posts and scheduling via Loomly

Assists with Photography Shoots and setup

Assists with converting file photoshoot files to appropriate sizing for web/other

Photoshop proficiency a plus for photo editing as necessary from photoshoots

QUALIFICATIONS

+ Work Experience

3-5 years office experience and comfort in working in an administrative role

+ Education

High School Diploma or equivalent required

Bachelor's Degree preferred, ideally in Business, Communications or Marketing

+ Software Proficiency

Microsoft Office Suite (familiarity with Microsoft TEAMS also a plus)

QuickBooks or BillQuick

Adobe Creative Suite (InDesign, Photoshop preferred)

+ Skills and Conduct

Detail-oriented and organized.

Excellent interpersonal and customer service skills

Excellent verbal and written communication skills

Strong analytical and problem-solving skills

Maintains a high-level of confidentiality regarding projects and clients

Self-starter with ability to work independently and understand how to prioritize key tasks

Communicative and professional with clients and fellow staff and able to relay information in an efficient manner

Team mindset for the work we do and care that goes into each project

+ Physical Requirements

Prolonged periods of sitting at a desk

Ability to lift up to 15 lbs for restocking of Office Supplies