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Office Manager

Company: Dahlin Group Architecture Planning
Location: Bellevue
Posted on: May 3, 2021

Job Description:

DAHLIN is a diverse architecture and planning firm practice of 100+ multi-cultural professionals with offices in California and Washington. We offer more than 40 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. DAHLIN is committed to welcoming and supporting a diverse community of professionals. As such, women and people of color are especially encouraged to apply. We are currently seeking an OFFICE MANAGER to join the team in our BELLEVUE, WA office! Under minimal supervision, this administrative professional is primarily responsible for overall office management, supporting the Managing Director and technical staff with administrative assistance, and coordinating activities concerned with project administration in the areas of communication, documentation and standardization. A service-oriented professional with a friendly, flexible and positive attitude, the Office Manager gets along with a wide variety of personalities, and will nurture the relationships senior leadership and technical staff have with their clients and others by maintaining a personal, welcoming, yet professional approach. Able to do impeccable administrative work, the Office Manager provides consistency in the quality of project deliverables across sectors and geographic regions. As a member of the Administrative Team, responsibilities include supporting overall administrative operations by collaborating with other administrative staff across the firm and contributing to a positive and productive work environment. In response to COVID-19, our staff are currently primarily working from home, in accordance with local county and state government orders. On occasion during shelter-in-place, project staff may still be required to visit active job sites (while following COVID regulations). New employees will be supported with virtual onboarding and training, as well as online collaborative tools. We anticipate that employees will return to their respective office locations once restrictions are lifted and DAHLIN determines it is safe to do so. Therefore, prospective candidates for this position should be prepared to commute regularly to their assigned office. ESSENTIAL DUTIES AND RESPONSIBILITIES: Executive-Level / Project Management Support: + Work closely and effectively with Managing Director and project managers to keep them well informed of upcoming commitments and responsibilities, following up appropriately + Provide administrative support to Managing Director, project teams and staff, proactively anticipating needs and ensuring completion of tasks. These duties include, but are not limited to, 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 + Promote the corporate image by professionally representing the senior leadership/executives internally & externally + Create, proof and edit complex documents, proposals, presentations, and spreadsheets in a timely manner with attention to detail and accuracy + 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? review. + Assist Managing Director and Project Managers with tracking project schedules, budgets and billing. + Prepare for, and participate in, project and operational reporting meetings. General Office Management + Onsite reception and administrative support for all staff; M-F 8:00am ? 5:00pm + Professionally and pleasantly greet staff, clients, guests, all mail/supply delivery personnel, vendors and solicitors. + Process incoming and outgoing mail daily, including overnight document/packages + Organize office meetings, conference calls and events; prepare agendas, make copies, set up rooms, order/pick up/layout refreshments + Keep supplies stocked for employees by tracking inventory and ordering office/kitchen supplies as needed + Primary contact for leased property questions and issues, including maintenance and repair work + Maintain office records and files, ensuring the professional appearance and safety of office + Regularly coordinate with HR Team in Northern California headquarters for all HR matters; including facilitating interviews, orientation, and staff reviews as directed by HR + Coordinate with IT, Accounting, & Marketing Teams + Work on assignments that are complex in nature and require considerable judgment, initiative, and technical/specialized knowledge to resolve problems and/or develop recommended solutions + Work under general guidance with minimal supervision, independently planning own work; may determine methods and procedures for new assignments. + Provide back-up support to other administrative team members as necessary KNOWLEDGE, SKILLS, & ABILITIES + Professional demeanor, service oriented with a friendly, flexible and positive attitude + Advanced skills in Microsoft Office (MS Outlook, Word, Excel, PowerPoint) + Proven punctuality and reliable attendance + Excellent written and verbal communication skills required + Excellent leadership and interpersonal skills, including the ability to establish and maintain effective working relationships with others and communicate effectively with individuals at all levels + Strong organizational skills and attention to detail; ability to manage a task from start to finish + Initiative in communications and problem solving + Sound work ethics and the highest level of integrity; ability to handle highly confidential matters with discretion + Experience in operating and maintaining office equipment + Knowledge of contract management preferred MINIMUM EXPERIENCE, EDUCATION, CERTIFICATIONS: + B.A. degree and 5 or more years relevant experience, or equivalent combination of education and work experience + Prior experience supporting executives of a mid to large sized company + Work in a creative or professional services environment supporting multiple leaders + Experience working with an Architecture or Engineering firm a plus 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 pre-tax Flexible Spending plans for medical, childcare, and commuter expenses, Employee Stock Ownership Plan, and 401k. Non-local candidates will be considered. However, DAHLIN may or may not offer relocation benefits depending on business needs. Applicants must be legally authorized to work in the United States for any employer. Sponsorship for an employment visa, now or in the future, is not available for this position. 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. DAHLIN is an Equal Opportunity Employer and participates in E-Verify.

Keywords: Dahlin Group Architecture Planning, Bellevue , Office Manager, Other , Bellevue, Washington

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