Administrative Assistant

Overview

The Administrative Assistant supports the smooth functioning of the designated department through a variety of clerical and organizational duties.

Key Responsibilities

• Maintain and organize filing systems as assigned.
• Retrieve and prepare summaries of information from records, emails, and related documents upon request.
• Address and resolve administrative inquiries promptly.
• Coordinate authorization processes for team and consultant site visits with clients.
• Generate weekly project reports and distribute them to team members.
• Oversee and manage team access to project management systems and client portals.
• Update project schedules within client portals and internal systems.
• Manage the distribution of plans to Authorities Having Jurisdiction (AHJs) for permit submissions.
• Facilitate the submittal and review cycles with internal project teams.
• Coordinate the change order process with clients, including submission, tracking, and dissemination of approvals to internal and external stakeholders.
• Input and update data into various databases, spreadsheets, and digital platforms.
• Perform additional related tasks as required.

Qualifications

• 3 to 5 years of experience in administrative roles.
• Holds a valid driver’s license.
• Excellent verbal and written communication abilities.
• Strong interpersonal and customer service orientation.
• Proficient with Microsoft Office Suite or equivalent software.
• Highly organized with great attention to detail.
• Knowledgeable of clerical procedures including recordkeeping and filing systems.
• Able to work independently.
• Capable of managing time efficiently and handling multiple tasks simultaneously.
• Skills in solving complex design and communication challenges.
• Strong analytical thinking.
• Ability to collaborate effectively with colleagues at all levels.

Working Conditions

• Mainly office-based work environment.
• Primarily computer-based work while seated.
• Must be capable of lifting items up to 15 pounds.

Additional Information

This is a full-time, non-exempt position. BRR Architecture is committed to equal opportunity employment, maintaining a drug-free workplace, and adhering to ADA regulations where applicable.