Administrative Assistant

Are you ready to join a growth-oriented team where creativity meets innovation? At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry. Discover our vibrant culture to get an inside look into life at Ware Malcomb and the programs we offer. https://waremalcomb.com/life-at-ware-malcomb/

The role of this Administrative Assistant is to provide administrative support to the New York and New Jersey offices. Responsibilities include supporting the Principal, Regional Director, Director, and Studio Manager in day to day activities such as scheduling meetings, presentations, client interviews, breakfasts, lunches and dinners. The administrative assistant will assist with client / visitor interface, scheduling employment interviews, and overall office policy & protocols. Time and duties will be split between the New York and New Jersey offices.

Your Role

• Help with opening pursuits/new projects and assist with billing/invoices.
• Assist with expenses for Principal, Regional Director, Director, and Studio Manager.
• Assist in maintaining offices’ appearance.
• Maintain conference room calendars and assist with booking conference rooms and equipment for meetings.
• Responsible for organizing Lunch meetings, including set—up and clean—up.
• Responsible for general office organization and tidiness, including pantries, conference room and library areas.
• Sort/distribute/prepare daily in/out going mail/FedEx.
• Responsible for  ensuring that office supplies are well stocked, and place orders as needed.
• Assist/coordinate new team members (new team member setup and prepping work station).
• Act as a liaison for the office with Property Manager, Reprographics Company, etc.
• Responsible for organizing office events (internal & external).
• Perform light clerical duties such as data entry (entering/scanning contacts), typing and filing.
• Learn office systems such as Vision, future CRM, etc.
• Assist with stamping or sealing drawings for the state or city
• Prepare simple correspondence, i.e., letters of transmittal, cover letters, etc.
• Printing, copying and collating documents and large size drawings

Qualifications

• Reliable transportation for commute between New York and New Jersey offices        
• Ability to work under pressure and maintain composure
• Ability to handle multiple tasks at one time
• Ability to interface courteously and efficiently with staff/visitors
• Excellent verbal and written communication skills
• Strong computer skills, including Microsoft Office programs and Internet skills

Established in 1972, Ware Malcomb is a contemporary and expanding full service design firm providing professional architecture, planning, interior design, civil engineering, branding and building measurement services to corporate, commercial/residential developer and public/institutional clients throughout the world.

With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, and public/institutional projects.

The firm is also ranked among the top 15 architecture/engineering firms in Engineering News-Record's Top 500 Design Firms and the top 30 interior design firms in Interior Design magazine's Top 100 Giants. For more information, visit www.waremalcomb.com.