Office Administrator/Marketing Assistant

PGAL is an international design firm specializing in architecture, interior architecture, engineering, and planning for a diverse group of public and private sector clients. Our culture is energetic, collaborative, and open, and we offer the opportunity to work on a wide range of project types. PGAL is an ideal place to build a career and develop skills in administration, design, project delivery, entrepreneurship, leadership, and life.

We are seeking a reliable and detail-oriented Office Administrator/Marketing Assistant responsible for various administrative duties requiring a thorough knowledge of office routines to support the activities of management, office staff, and marketing efforts.

Responsibilities:

Include, but not limited to,

- Assist principals and staff in all administrative functions

- Answer/direct all incoming phone calls and greet all office visitors professionally and courteously

- Maintain and assist with paper and electronic files

- Coordinate meetings, presentations, travel, client management, and conference calls

- Assist with tracking and researching future clients, projects, markets, staff, etc.

- Assist with logging all RFIs and shop drawings in Newforma

- Prepare contracts, AIA documents, and proposals

- Partner with the Accounting Department for all invoicing

- Partner with the Marketing Department on proposals, conference attendance/coordination, office graphics, project photography, etc.

- Maintain building security by following procedures and maintaining a clean reception area

- Receive and distribute daily mail and notifications for packages

- Prepare outgoing mail and arrange for outgoing deliveries by courier and FedEx

- Assist with office meetings, schedule lunch-n-learns, order food, and special in-house events

- Daily set-up, clean-up, and restocking of departmental kitchen supplies; clean out refrigerator weekly

- Monitor and maintain office and kitchen/coffee supplies

- Coordinate and maintain offsite storage

- Coordinate vendor maintenance and repair

- Other duties as assigned

Qualifications:

- Must be a reliable self-starter and have a strong service-oriented demeanor

- High school education or equivalent

- 3+ years of relevant experience in A/E/C or allied industry preferred

- Proficient in Microsoft Word, Excel, Outlook, Adobe Creative Suite (InDesign preferred)

- Experience with graphic design, AIA contracts, and Newforma is a plus

- Experience in a busy office environment

- Must present a professional presence and demeanor that is reflective of a corporate office environment

- Excellent verbal communication skills and phone etiquette

- Ability to work at a fast pace, handling multiple tasks efficiently and on time

- Must be perceptive with the ability to communicate professionally, relating to individuals at all levels within the firm

- Must have the ability to work in a team-oriented environment, with the capability of identifying and solving problems

- Must be legally authorized to work in the United States for any employer without sponsorship

PGAL offers a comprehensive benefits package that includes medical, dental, vision, disability, life, flexible spending accounts, a 401(k), and profit sharing. We also offer PTO and paid family leave.

If you are highly motivated, detail-oriented, and enthusiastic, able to prioritize, organize, and maintain a positive attitude in a fast-paced environment, please apply.

An Equal Opportunity Employer/Veterans/Disabled

PGAL is a VEVRAA Federal Contractor