Administrative Assistant - Architecture & Design

• Provides administrative and operational support to the Architecture & Design (A&D) team; including preparing and editing correspondence, drafting internal communications, and fielding or routing requests.
• Coordinates, maintains, and updates projects schedules; tracking progress and documenting key milestones in collaboration with architects, designers, and management.
• Assists with updating and managing Smartsheet trackers for schedules, issued CD sets, project data, vendor information, and other department tools.
• Supports the documentation, updates, and maintenance of A&D standard operating procedures (SOPs), templates, and internal workflows under direction of management.
• Organizes, maintains, and updates A&D team’s portfolio, project folders, shared drives, and databases to ensure accuracy, consistency, and accessibility across the organization.
• Maintains and updates the design material library, coordinates with product representatives for new samples, product updates, and pricing.
• Manages document control processes for A&D project materials and digital assets, including tracking and organizing construction document (CD) sets, revisions, and addenda.
• Plots and distributes construction document sets to consultants, contractors, and other trades.
• Supports the management of company vinyl requests, coordinating with stakeholders and management and ensures timely execution.
• Assists in developing and refining internal checklists, templates, workflows, and best practices to improve consistency and efficiency in project execution.
• Coordinates internal and external meetings, site walks, project reviews, rep-led Lunch & Learns, CEU courses, and other team events; prepares meeting materials, records minutes, tracks, and follows up on action items and deliverables to accordingly.
• Tracks, orders, and replenishes supplies for the A&D team to support consistent and efficient day-to-day operations.
• Tracks and updates vendor contact and pricing information in shared tracking tools.
• Prepares the onboarding of new staff by ensuring proper setups of workstations, hardware, access, and basic orientation materials.
• Supports management in the communicating changes and updates to policies and processes to designated teams. 
• Performs other related administrative and project-support tasks as assigned by management.

• Associate’s or Bachelor’s degree in a related field, preferred. 
• Minimum of three (3) years of in a project coordination, administrative, and/or related role, preferably in architecture, design, or construction environment.
• Familiarity with architectural and construction document processes (e.g., CD sets, submittals, project lifecycle/flow) is highly desirable.

Pay Range $19.29-25.00/hr.