The responsibilities of this position are to manage the front of the office and provide administrative support to Austin Staff.
* Proficient in Adobe Acrobat PRO, MS Word, and MS Excel
* Answer phones / front door (answer phone within 1-2 rings if possible)
* Provide admin support to all management and project managers
* Send staff email with phone number and name in subject line for messages
* Finalize letters and documents
* Prepare letters of transmittal for all documents leaving office
* Scan signed transmittals to file
* Plot (print) plans, print, scan, copy documents
* Assemble complete copies of documents / reports / submittals in PDF and save PDF copy of final document on server
* Assemble PDF plan sets with seals as appropriate (Secured)
* Distribute documents to clients and entities as required by project
* Assist project managers as necessary with support including but not limited to:
o Project submittals
o Jurisdictional coordination
o File organization/ project scanning
o Meeting scheduling
o Report preparation
* Make deliveries and submittals as necessary
* Log time in BillQuick for all project related time
* Purchase office products from Sam's Club /Costco
* Manage service / maintenance for company vehicle(s) and equipment
* Manage Accounting of Austin Office Expenses including but not limited to:
o Obtain and log all receipts for expenses by Austin staff weekly
o Scan receipts and post job related expenses in BillQuick weekly
o Maintain check register for BOA account weekly
o Manage cash in BOA account weekly
o Manage petty cash box weekly
* Run errands as necessary
* Other duties as assigned
Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.