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, meeting records, presentations, travel, client/consultant management, and conference calls
• Assist with tracking and researching future clients, projects, markets, staff, etc.
• Assist with logging all RFIs, submittals, 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, color & mood boards, etc.
• Creatively capturing and telling the story of the architectural process
• Collaborating with principals and the marketing/business development team to organize and produce marketing deliverables, including creative, quality, and accurate qualification statements, proposals, and presentations
• Provide support to generate and maintain general marketing deliverables (project sheets, resumes, Vision database, 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 off-site storage
• Coordinate vendor maintenance and repair
• Other duties as assigned
• A Swiss Army Knife

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
• Excellent written communication skills with the ability to support and produce quality, professional proposals and presentations, including writing original technical narratives for project descriptions, project approaches, a variety of marketing pieces, as well as cutting-edge graphics
• Time management skills are a must, with the ability to organize and prioritize multiple, simultaneous projects in a fast-paced environment
• 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.