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Creative Office Administrator At bull stockwell allen

Location: San Francisco, California

Job Description

CREATIVE OFFICE ADMINISTRATOR

Bull Stockwell Allen is an internationally recognized, award-winning design firm specializing in resort, hospitality and recreation projects in the Bay Area around the world. We are looking for an experienced self-starter with exceptional attention to detail, creative, fun and enthusiastic individual to join our office. Be our first impression gatekeeper and firm culture leader on behalf of our staff and clients. This is a multi-faceted role supporting a variety of projects, marketing and administrative teams which truly offers an opportunity to make an impact on the growth of our firm.

GENERAL RESPONSIBILITIES

Marketing
  • Maintain client database- efficient and clean data entry
  • Maintain an organized and up-to-date Contact List
  • Assist with the preparation of proposals, portfolios, and interview materials, including proofreading documents prepared by others
  • Help build and maintain a library of consultant information
  • Create and update staff bios throughout their arch of employment
  • Track firm and project press coverage
  • Contribute to marketing and business development research efforts
General Office Administration
  • Front office activities: receiving clients and visitors, mail, supplies and large purchasing requests, filing and library upkeep, maintain conference room reservations/schedule
  • Provide arrangements for office and client meetings
  • Coordination of office lunches, happy hours and events, including the scheduling and managing vendor visits, Lunch and Learns, and educational opportunities for Architectural staff
  • Directing and coordinating office services including shipping/receiving needs, printer maintenance, plant services, and building maintenance
  • Principals and staff travel needs and ensures they are organized in a timely and cost-effective manner
  • Share office domestic duties (dishwasher loading/unloading), keeping conference rooms and common areas presentable and tidy, and maintaining office pantry
Project Administration
  • Set up/maintain RFI/Submittal/Bulletin Logs for Architectural Staff
  • Assist in collating/binding presentations
  • Manage archiving and offsite storage
  • Accounts Payable data entry and credit card reconciliation
  • Filing, scanning and digital file management
QUALIFICATIONS + SKILLS
  • Minimum of 3 years of similar office administration/ management experience
  • Well-developed interpersonal and communication skills
  • Professional appearance and customer service skills
  • Good planning and organizational skills – See the big picture and plan accordingly
  • Creative with an eye for good design
  • Self-motivated - Takes initiative
  • Ability to meet deadlines and make responsible budgeting decisions
  • Highly proficient in MS Office and related programs as well as online tools.
  • Experience with Adobe Creative Suite
  • Experience with A/E professional service firm a plus, but not mandatory
  • Ability to lift 20lbs
Bring your talents to Bull Stockwell Allen. EOE. Fully covered health benefits for our employees. An 80 in 9 schedules with every other Friday off. PTO, Paid Holidays, Bike Parking, 401(k), FSA, ST and LTD, Life and ADD.

Reply by email with the Subject Line: “Creative Office Administrator” to: hr@bsaarchitects.com

Resumes sent without a cover letter will not be considered.