Office Administrator HGFA Architects Billings, MT Job Details Full-time $52,000 - $60,000 a year 1 day ago Benefits Health savings account Health insurance Paid time off Life insurance Retirement plan Qualifications Computer operation Microsoft Excel Executive administrative support Scanning High school diploma or GED QuickBooks Productivity software
Full Job Description Job Title:
Office Administrator Department:
Administrative FLSA Status:
Exempt Reports To:
Co-Founders Position Status:
Full-Time Job Summary:
The primary functions of the Office Administrator are to oversee and complete monthly invoicing and posting payments, answer and direct the main phone line, complete supply ordering, and schedule appointments. This position will provide administrative support to our co-owners of HGFA Architects and the Granite Tower. In the administrative department, this role plans and directs the administrative services of the organization, including records and information management, mail distribution, and other office support services. This role has authority to create and adjust lease agreements, as well as contracts counseled by an architect.
Essential Duties, Responsibilities, and Expectations:
- Answer incoming phone calls and direct them to proper person/department.
- Maintain and organize filing system.
- Order supplies as necessary to stay fully stocked. Such as postage, kitchen supplies, and office supplies.
- Schedule meetings and appointments for Co-Founders and other employees.
- Assist with Specifications- compiling subconsultant specifics along with office specifics for each project.
- Distribute mail and emails to appropriate destination.
- Assist with Documents- Contracts, Construction change direction (CCD), Change orders, fill out bank deposit slips, edit and complete Architectural and business forms.
- Organize and distribute Shop Submittals.
- Manage employee personnel files and have readily available new hire documents.
- Make certain petty cash is accounted for and collect receipts for purchases.
- Track, create, and send monthly invoices for tenants of The Granite Tower.
- Post and keep records of rent payments.
- Uphold Lease renewals and rental increases for tenants of the Granite Tower.
- Assist with the creation of new Lease agreements as well as renewals.
- Handle tenant issues such as janitorial/maintenance/heating/cooling issues, etc.
- Contract outside companies in scheduling for maintenance issues that may arise.
- Check and confirm that authorized contacts are up-to-date on store credit accounts.
- Perform other duties as assigned. Minimum Qualifications (Experience/Education):
- High school Diploma or GED required.
- 2 - 3 years of experience providing secretarial office support, administrative or executive assistance.
- Requires demonstrable Fundamental working knowledge of concepts, practices and procedures and ability to apply in varied situations.
- A familiarity with QuickBooks and creating, distributing, and receiving invoices.
- 3 years' experience with Microsoft Office products such as Word, Excel, and PowerPoint.
Competencies or Knowledge, Skills and Abilities (KSA's): Administrative — Knowledge of administrative and office procedures and systems such as word processing, managing files and records, QuickBooks, designing forms, and workplace terminology. English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Computers — Knowledge of computer software, including applications, email communication, and basic office machines such as scan/fax machines. Administration — Knowledge of business and resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources. Reading Comprehension — Understanding written sentences and paragraphs in work-related documents. Speaking — Talking to others to convey information effectively. Service Orientation — Actively looking for ways to help people. Writing — Communicating effectively in writing as appropriate for the needs of the audience. Coordination — Adjusting actions in relation to others' actions. Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems. Time Management — Managing one's own time and the time of others. Active Learning —Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Understanding the implications of new information for both current and future problem-solving and decision-making.. Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one. Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences. Oral Expression — The ability to communicate information and ideas in speaking so others will understand. Speech Recognition — The ability to identify and understand the speech of another person. Written Comprehension — The ability to read and understand information and ideas presented in writing. Written Expression — The ability to communicate information and ideas in writing so others will understand. Near Vision — The ability to see details at close range (within a few feet of the observer). Information Ordering — The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).. Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing that there is a problem.
Physical Demands & Working Conditions:
This position is an office environment-based role, there are no specific or unusual physical or environmental demands regularly required of the incumbent in this role's environment. Frequent and continuous physical activities required, include: Sitting, typing, writing, hearing, listening, talking, bending, stooping, reaching overhead, pulling, pushing, and looking at a computer screen. [
Note:
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.]
HGFA ARCHITECTS
is an Equal Opportunity Employer.
HGFA ARCHITECTS
does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.
Pay:
$52,000.00 - $60,000.00 per year
Benefits:
Health insurance Health savings account Life insurance Paid time off Retirement plan
Work Location:
In person
