Part-time Office Coordinator

Cline Design Associates•Austin, TX

7d•Onsite

About The Position

Cline Design is a multi-disciplinary firm specializing in Architecture, Interior Architecture, Landscape Architecture, and Planning. Our busy Austin office is seeking a part-time Office Coordinator to become an integral part of their team as they continue to grow. This position is currently part-time at 20 hours per week with the potential to grow as the firm does. There is some flexibility with the right candidate, but our preferred hours are: 9:00 AM to 2:00 PM Monday - Thursday Daily office responsibilities:

Requirements

2+ years professional experience
Proven administrative or assistant experience
Knowledge of office responsibilities, systems, and procedures
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem-solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills
Proficient in MS Office
Knowledge of clerical practices and procedures
Ability to lift and carry heavy samples & office supplies – up to 25 lbs.

Nice To Haves

Notary Public a plus

Responsibilities

Answer, screen, and direct incoming telephone calls and incoming clients and guests
Maintain all front desk related activities including conference rooms reservations, birthday and tenure calendars
Ensure cleanliness of lobby, front desk, café/kitchen, and conference rooms
Prepare and/or assist with outgoing overnight packages, sign for deliveries, meter outgoing mail, and distribute incoming mail and deliveries
Manage office supply inventories, submit office supply orders, and put away office supplies
Coordinate in-office breakfast/lunch meetings
Plan/assist with in-house and off-site events such as annual firm celebrations, after work events, lunch and learns, etc.
Prepare and present monthly birthday celebrations
Maintain weekly kitchen duty schedule and ensure staff is complying with the kitchen duty responsibilities
Provide administrative assistance including, but not limited to, assistance with typing assignments, field reports, punch lists, updates of template documents, organization of project files and materials, filing/scanning, Scheduling group meetings, maintaining calendars, and coordinating travel arrangements
Ensure a safe and clean office environment and arrange necessary repairs/maintenance
Liaise with facility management vendors including cleaning, alarm services, and public utilities (recycling, electric, waste management)
Assist with contract and price negotiations with office vendors and service providers
Identify opportunities for process and office improvements, and implement new systems if necessary
Assist with developing and ensuring proper implementation of office policies and procedures
Coordinate with the IT Department on office equipment needs, Basic IT support including setting up workstations, and working with the IT department to troubleshoot minor IT issues
Work with Accounting, Marketing, HR, and Admin staff regarding a variety of tasks
Perform other duties that may be assigned from time to time