The Administrative Assistant supports the project staff in the Charleston office. The Administrative Assistant will frequently handle multiple projects, coordinate logical details, actively participate in document management, and interact with architects, engineers, contractors, clients, and consultants. In addition, the Administrative Assistant will assist with a variety of day-to-day office administrative duties.
- Process AIA contract modifications.
- Archive all files and submittals (electronic and paper).
- Process Newforma RFI, submittals, and change orders.
- Communicate with architects/engineers/contractors/owners on all project information.
- File all project files and drawings (electronic and paper).
- Update and maintain filing system and archive process.
- Maintain document control to include producing, filing, printing, binding, and delivering.
- Maintain and track document revisions.
- Manage studio contacts.
- Assist with specifications, changes using a variety of methods ranging from hand marked-up edits to electronic edits and additional/deletions from other sources as directed by the project architect.
- Log in, ship and distribute submittals and support documents as needed.
- Prepare and maintain support documents.
- Prioritize and update LEED project status.
- Type meeting minutes, field, and punch list reports.
- Assist with schedule maintenance and reminders.
- Send/receive packages, FedEx, etc.
- Perform general office support to the project team to include answering phone, taking notes, drafting correspondence, calendar management, data entry, and reporting.
- Provide telephone support and relieve Office Coordinator as needed.
- Provide Firm-wide clerical assistance as needed.
- Perform other duties as directed.
- High School Diploma or GED Equivalent
- Two (2) years related experience in a fast paced professional environment
- Proficiency with Microsoft Outlook, Word, PowerPoint, and Excel software
- Familiarity with Adobe Creative Suite software
- Knowledge of administrative and clerical procedures
- Excellent time management skills
- Ability to effectively and confidently prioritize and execute tasks with many competing priorities
- Ability to absorb new ideas and concepts quickly
- Effective verbal and written communication skills
- Strong interpersonal skills
- Good analytical and problem-solving abilities
- Ability to provide excellent customer service (internally and externally)
- Strong attention to detail
- Exceptional organizational and follow-through skills
- Ability to manage information with a high level of detail and accuracy
- Self-motivated and ability to work independently
- Proven ability to assess factors, make, and communicate decisions
- Demonstrated cultural awareness and sensitivity
- Bachelor’s degree
- Experience in an architectural, engineering, or construction Firm
- Experience with Newforma Project Center
- Experience with Bluebeam PDF Revu
- Experience with Deltek Vision software
- Experience with Leadership in Energy and Environmental Design (LEED) program or green initiatives
- Knowledge of AIA related software
McMillan Pazdan Smith Architecture provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, McMillan Pazdan Smith Architecture complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment.