Office Administrator

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 offers 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 responsible for various administrative duties requiring a thorough knowledge of office routines to support the activities of management and office staff.

Responsibilities:
Include, but not limited to,
- Assist Principal 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, WebEx presentations, and conference calls
- Assist with logging all RFI’s and shop drawings in Newforma
- Provide assistance typing contracts, AIA Documents, and proposals
- Partner with Accounting Department for all invoicing related to office
- Maintain building security by following procedures and maintain 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
- Order food for office meetings, schedule lunch-n-learns, and assist with special inhouse events
- Daily set-up, clean-up and restocking of departmental kitchen supplies; clean out refrigerator weekly
- Monitor and maintain office, toner, and kitchen/coffee supplies
- Coordinate and maintain offsite storage
- Coordinate vendor maintenance and repair
- Other duties as assigned

Qualifications:
- High school education or equivalent
- Proficient in Microsoft Word, Excel & Outlook, and InDesign
- Experience with graphic design, AIA Contract Software or Newforma is a plus
- 3+ years of relevant experience in A/E/C or allied industry preferred
- 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
- Must be a reliable self-starter and have a strong service-oriented demeanor
- 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 including medical, dental, vision, disability, life, flexible spending accounts, 401(k) and profit sharing. We also offer paid leave inclusive of holidays, vacation, and sick.

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

An Equal Opportunity Employer Females/Minorities/Veterans/Disabled