Project Assistant I

DAHLIN is an award-winning architecture, planning, and interiors design firm with 180+ multi-cultural professionals located throughout the Western United States. We offer more than 45 years of experience building communities where we live and work, driven by the vision of creating places that promote human fulfillment and well-being. This same Passion for Place® starts with our own working environment—a positive community where people thrive. Please visit our website (www.dahlingroup.com) to learn more.

We are currently seeking a PROJECT ASSISTANT I to join our PLEASANTON, CA office. This administrative professional will be responsible for providing administrative support to principals, project teams and staff as needed including preparing reports and documents, editing project specifications, travel arrangements, invoice coding, copying, filing, meeting coordination and other administrative tasks. 

A service-oriented professional with a friendly, flexible and positive attitude, the Project Assistant I gets along with a wide variety of personalities, and will nurture the relationships the Principals and technical staff have with their clients and others by maintaining a personal, welcoming, yet professional approach. As a member of the Administrative Team, responsibilities include providing primary back-up reception desk coverage and supporting overall administrative operations by collaborating with other administrative staff across the firm, contributing to a positive and productive work environment.

This role requires team members to work in the office 5 days per week, Monday-Friday.

Interested? If so, please read through this entire posting and follow instructions to apply. Please note – your attention to this is an important part of how we evaluate our candidates.

ESSENTIAL RESPONSIBILITIES:

• Assist Principals and Project Managers with preparing and tracking project schedules, budgets, and billing.
• Provide administrative support to principals, project teams and staff as directed.
• Provide contracting assistance to principals, project teams and staff as directed.
• Assist Project Teams with project documentation and data entry, tracking project schedules, budgets, and billings using CRM and Contract/Project Management databases. 
• Organize virtual and in-person meetings, conference calls and events, prepare agendas / meeting minutes, set up rooms, order/pick up/layout refreshments.
• Prepare reports and documents in a timely manner with attention to detail and accuracy
• Provide primary back-up reception desk coverage as needed.
• Greet staff, clients, visitors, and vendors in a professional and friendly manner.
• Answer phones and route or screen calls in a proficient manner.
• Process incoming and outgoing mail, faxes and packages.
• Maintain professional appearance and safety of office.
• Manage Outlook calendars as directed.
• Coordinate travel arrangements, including air/lodging/transportation, create and maintain itineraries.
• Process event registrations and any related travel arrangements.
• Reconcile, code, and submit expense reports/monthly credit card statements with matching receipts, ensuring timely processing.
• Organize meetings, conference calls and events, prepare agendas / meeting minutes, set up rooms, order/pick up/layout refreshments.
• Collaborate with administrative staff firm-wide, participating in meetings and special projects as directed.

KNOWLEDGE, SKILL, & ABILITIES:

• Must be service oriented and flexible with a “can do” attitude.
• Must be able to organize and prioritize workload as needed to meet schedules.
• Strong attention to detail and accuracy.
• Strong verbal and written skills.
• Good command of PC skills including of MS Word, Excel, PowerPoint and Outlook. 
• Must present a positive image of DAHLIN in line with its overall brand.
• Must be able handle multiple concurrent projects.
• Ability to work independently and as part of a team.
• Ability to travel (drive) for deliveries, lunch orders, etc.

MINIMUM EXPERIENCE, EDUCATION, CERTIFICATIONS:

• A.A. or equivalent combination of relevant work experience and education.
• 2+ years’ administrative experience in a professional services environment.
• Visual acuity and manual dexterity sufficient to operate standard office equipment. Able to lift and/or move up to 10 pounds. 
• Work in a creative or professional services environment supporting multiple leaders.
• Experience working with an Architecture or Engineering firm a plus.
• Must be legally authorized to work for any employer in the United States without any