Administrative Assistant Kinetic Design, Inc. Rancho Santa Margarita, CA Job Details Full-time $20 - $28 an hour 7 hours ago Benefits Health insurance Dental insurance Paid time off Vision insurance 401(k) matching Life insurance Qualifications Customer communication Research Full Job Description Position Summary Kinetic Design is seeking a highly organized, detail-oriented, and professional Administrative Assistant to support the day-to-day administrative needs of an Architecture & Engineering (A&E) firm while assisting with business development, marketing, proposals, and client relations. This position will work closely with Operations and Business Development to help keep administrative and business development activities organized and moving forward. The ideal candidate is proactive, dependable, professional, and comfortable managing multiple priorities in a deadline-driven environment. Administrative & A&E Support Assist with maintaining standard company templates, forms, and project documentation. Provide general administrative support to ensure efficient day-to-day office operations. Prepare FedEx shipping labels and packages, log shipping expenses in project management software for billing Coordinate printing jobs with reprographics company, log expenses in project management software for billing Coordinate and book travel (hotel, flight, car) as needed Coordinate employee events and holidays, lunch & learns Order insurance certificates and sent to clients as needed Complete new client/vendor questionnaire, insurance, W9, etc. for onboarding with new clients Order office supplies as needed Business Development & Marketing Support Assist with business development activities and client outreach. Maintain and update the firm's client and business development database. Coordinate mailing of annual client holiday cards Assist with preparing proposal presentations and marketing materials Maintain current staff resumes, project sheets, company qualifications, and marketing materials. Assist with researching prospective clients, developers, architects, contractors, and other potential business partners. Track proposal deadlines, submission requirements, and follow-up activities. Support social media and other marketing efforts as needed. Coordinate professional photography and collection of project images for marketing purposes. Assist with maintaining the firm's branding and ensuring marketing materials are consistent and professional. Qualifications 2+ years of administrative, marketing, business development, or professional services experience preferred. Experience working for an architecture, engineering, construction, or other professional services firm is highly desirable. Excellent organizational and time-management skills. Strong attention to detail and ability to produce accurate, polished documents. Excellent written and verbal communication skills. Self-motivated with strong follow-through and the ability to work independently. Ability to maintain confidentiality and handle sensitive business information. Comfortable working in a collaborative, deadline-oriented environment. Technical Skills Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, and Teams. Strong ability to format professional proposals, reports, spreadsheets, and presentations. Experience with Adobe InDesign, Canva, or similar graphic design/marketing software is a plus. Ability to organize and maintain electronic files and document libraries. This is a full-time position working from our office in Rancho Santa Margarita.

Pay:

$20.00 - $28.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person