Office Administrator - LACHIN Architects, apc

• Proficiency with computer software applications, to include Windows, Microsoft Office, Excel, and Adobe Acrobat.
• Proficiency in operating office equipment such as multi-line phones, personal computer, copiers, and postage machines.
• Ability to handle multiple duties and projects at one time. Possesses the judgment to appropriately prioritize and complete tasks with minimal supervision.
• Desire to produce high-quality work that is timely and error-free.
• Possesses excellent communication skills, both written and verbal. Knowledge of construction industry terminology and business practices are demonstrated consistently.
• Demonstrates professionalism, discretion, and good judgment in all interactions.

• Answer direct calls. When taking messages, ensure complete and correct details on the caller’s name, company, phone number, and nature of the call.  
• Ensure that the reception area, conference room, and break room are neat, tidy, and stocked with supplies. Be sure that business cards and promotional materials are available.
• Order office supplies as necessary.  
• Monitor staff movements in and out of the office.  
• Open, date stamp, and distribute mail daily.
• Maintain general office files (electronic and hard copy) in a manner that ensures secure storage and easy retrieval of information necessary to the smooth operation of the business. Consistently communicate proper file handling procedures to staff. Purge/archive old files annually, coordinate with management.
• Produce grammatical and error-free documents, including but not limited to:
  • Work-in-progress reports
  • Client/project correspondence
  • Notes of meetings
  • Intraoffice memoranda
  • Contracts, proposals, transmittals
  • Marketing proposals
• Maintain various logs to streamline renewals, including but not limited to:
  • Licensure (professional, occupational, etc.) 
  • Memberships
  • Insurance policies
  • User IDs and passwords
• Keep principals apprised of all upcoming renewals and deadlines.
• Assist in the creation and maintenance of a comprehensive contact list to include past, current, and potential clients, engineers and subcontractors, friends of the firm, vendors, referral sources, etc. The list should be organized in a way that enables easy retrieval and categorization. The master list should be maintained and updated on a continual basis.
• Managing executive calendar, requiring interaction with internal and external executives and assistants to schedule variety of business meetings
• Coordinate Lunch & Learn opportunities, including catering. 
  • Keep a log of L&L’s and L&L contacts.

• Coordinate company event including quarterly social events, holiday parties, birthdays, and any other special events requiring plannings. 
• Play a vital role in social media efforts and website updating.
• Work with architectural and business development staff to create, design, layout, and produce proposals, statements of qualifications, brochures, flyers, and other marketing material.  Ensure that all materials are submitted on time and error-free. 
• Maintain/ update resume and project pages to efficiently use them as required in proposals.
• Maintain inventory and updates on merchandise. 

• Work in concert with Project Architects to support the smooth and steady progress of projects.
• Produce and distribute (as appropriate) documents associated with assigned projects, including but not limited to:
  • Correspondence
  • Cost estimates
  • Reports
  • Requests for information
  • Changes in work
  •  Meeting notes
  • AIA documents
  • Closeout documents
• In coordination with management, complete and submit responses to requests for qualifications or proposals.  Review in detail each RFQ, and RFP to ensure completeness of response.
  • Create/ maintain log to track proposals
  • Create submission timelines for staff and deliverables
  • Issue assignments to members of their team, follow up w/ assignments regularly
  • Ensure everyone on the team meets their deadlines 
  • Collaborate with team to write and implement proposal
  • Fill in standard resume, project pages as suitable to requirements of proposal. 
• Monitor various purchasing portals frequently and consistently for potential project opportunities.
• Assist in coordination of construction documents for bidding and permit/regulatory agency applications.
• Document project progress by tracking requests for proposals, contract changes in detail, and project milestones.  Keep architects informed about any issues that may impact the project.
• Ensure complete and accurate electronic and hard copy filing of documents, transmittals, contracts, and correspondence (including emails) for easy retrieval.

• Become familiar with each new contract’s fee structure and required invoicing procedures.
• Generate invoices in coordination with management and in conformance with each client’s invoicing requirements, procedures and formats.
• Maintain billing log of invoices, and a log of engineers’ invoices. Update monthly.  
• Log and track Applications for Payment.
• Assist the accountant in managing payables and receivables.

• LACHIN Architects, apc provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

LACHIN Architects, apc is committed to supplying clients with seamless collaboration and creative design solutions, backed by superior document production and project delivery. We believe in the constant development of both the personal and professional skills of our employees. Lachin Architects is a third-generation firm, practicing in Greater New Orleans and across the Gulf South Region for over 70 years. With a closely integrated team and a focus on transparency and communication, our firm ensures consistency in administration of design and delivery on all projects. We are known in the industry for our accuracy in design and comprehensive collaboration with our construction partners. This is proven by our repeat partnerships, change order numbers well below industry standards, and zero claims in over 30 years of practice.