Administrative Coordinator at

THOMAS PORTER ARCHITECTS

Administrative Coordinator at

THOMAS PORTER ARCHITECTS

in Perrysburg, Ohio Posted in about 17 hours ago.

Type:

full-time

Summary:

The public image of the firm is vital to its success. The Administrative Coordinator serves as the first point of contact for clients, consultants, and visitors, both by telephone and in person. It is essential that the Administrative Coordinator consistently presents a positive and professional image of the firm. In addition, the Administrative Coordinator is responsible for ensuring the smooth and efficient operation of the office. Responsibilities include general accounting, data processing, filing, clerical duties, and other miscellaneous duties as assigned. The Administrative Coordinator should strive to be 20% billable.

Responsible to:

Administrative & Marketing Coordinator /

Principals Qualifications:

Bachelor's degree in Business Administration preferred or 3-5 years of experience in a related professional office. Proficiency in Microsoft Word, Excel, Adobe Acrobat, and QuickBooks. Experience with BigTime not required, but the ability to learn it is expected. Excellent organizational skills. Excellent interpersonal and customer service skills. Demonstrated interest in architectural and construction industry.

Receptionist Duties and Responsibilities:

Greet all visitors. Answer and direct all incoming calls or take accurate messages including date and call back number. Receive, sort, and distribute incoming mail. Perform other duties and fulfill responsibilities as assigned.

Administrative Duties and Responsibilities:

Maintain project file spreadsheet, including consultant and team info. Maintain client contact and contract records. Prepare monthly Invoices. Maintain accounts receivable in Quickbooks or BigTime. Track past-due invoices and follow up on outstanding accounts receivable. Prepare aging reports. Prepare gain/loss reports. Prepare monthly or bimonthly employee expense reimbursement checks. Other duties and responsibilities as assigned

Financial Duties and Responsibilities:

Prepare payroll information and coordinate payroll processing. Manage disbursements and maintain checking account records. Oversee the billing process and accounts receivable. Coordinate the reconciliation of credit card statements monthly. Coordinate collection of information related to corporate taxes and assist with submissions to government agencies as required and approved by Principals. Work with the firm's accountant to complete year-end financial reporting. Assist the Principals in reviewing insurance policies related to office contents, key personnel, and professional liability insurance. Perform other duties as assigned. H.R.

Duties and Responsibilities:

Maintain employee personnel files. Assist Principals in reviewing employee benefit packages and act as liaison between employees and insurance providers. Maintain and update Employee Handbook as needed. Facilitate employee tax and insurance enrollment form submissions. Maintain records related to profit sharing, disability, hospitalization, workers compensation and major medical benefit programs Perform other duties as assigned

Compensation and Benefits:

Compensation and benefits based on experience, qualifications and performance