Office Administrator - Entry Level

Office Managers are responsible for supporting the day-to-day operations of the firm and this role touches upon the accounting, HR, IT, marketing, and communications operations of the firm. As such, Office Managers need to respond to scheduled deadlines with energy and positive support, seek opportunities to improve office operational efficiency, and continuously build new skills that enable collaboration with all personnel on a broad range of tasks. Office Managers at Bohlin Cywinski Jackson should also have excellent time management and organizational skill and an outstanding ability to communicate in person, in writing and over the phone.

Primary Role

• Maintain office equipment
• Manage and order office supplies
• Manage the office calendars
• Coordinate and schedule officewide meetings via Microsoft Teams, ZOOM etc.
• Coordinate & host monthly studio All-Hands meetings
• Assist with travel arrangements
• Ensure office is kept organized and clean
• Manage mail and deliveries to/from the office
• Arrange conference rooms and meals for office and client meetings and events.
• Communicate important information to office and/or firm
• Communicate and facilitate submissions of timesheet and expenses
• Coordinate scheduling of employee performance reviews.
• Participate in firmwide discussions and initiatives related to firm culture (design, EDI, sustainability, etc.).
• Generally, support all personnel in administrative tasks including but not limited to logging information; prepare, type, edit, format, create documents; taking meeting minutes; assist with making copies; scanning; filing; shipping documents and packages; and coordinating with consultants and clients for events and meetings.
• Reports to and supports Human Resources Manager

Supporting Role

• Support project staff financial report processes and coordinate with accounting department, including management of invoices and payments that flow into the office by directing to appropriate accounting staff member in timely fashion
• Support firm wide marketing and communications efforts (data entry, book shipments, etc.)
• Support recruiting committee and the onboarding / hiring process for new hires, including desk set-up, coordination of new hire office tours, and gathering necessary HR information.
• Coordinate benefits enrollment with HR department.
• Provide project team administrative support for construction administration phase tasks.
• Works with Accounting department to assist with office specific reconciliations
• Performs basic accounting tasks
• Perform first-line IT troubleshooting and escalate high-level IT issues to our contracted IT support & BCJ’s Director of Digital Practice  
• Higher-level travel research and itinerary suggestions
• Managing principal’s calendar
• Flexibility for after-hours & weekend availability as needed
• Submit reimbursement requests & expense reports on principal’s behalf
• Other duties as assigned

• Excellent written and verbal communication skills
• Proficiency with Microsoft Office 365 suite of software (Word, Excel, Teams, etc) and ability to use Adobe Creative Cloud tools (Acrobat, InDesign, etc)
• Curiosity and willingness to explore and adopt new tools and technologies
• A minimum of 2 years’ experience required