Marketing/Office Administrative Assistant

SUMMARY This position will bridge between assisting the business development and marketing team, providing varied administrative support services, and office management duties for all offices. The candidate should be a responsible, self-motivated, and efficient individual with a good work ethic. Prior experience and knowledge of the A/E industry is preferred. ESSENTIAL FUNCTIONS Communicates with supervisor for project guidance and status. Provide general clerical assistance as needed. Provides ongoing database entry and maintenance in Unanet CRM, Project Management software, and electronic files for projects. Reviews job file data on a scheduled and as-needed basis for accuracy and consistency. Enters and updates contacts, and client addresses. Assists Business Development & Marketing with proposal preparation in Adobe InDesign, and QA/QC. Maintains a professional demeanor at all times. Greets all clients, vendors, salespersons, and visitors Keeps up with office and shipping supplies, ordering when low for all offices. Ensures client contract/agreement has been completed and filed accordingly for each job. Coordinate shipping, checks, and disburse mail. Coordinates with HR for new employee onboarding for branch offices Coordinates with building and maintenance managers for branch offices Occasionally runs errands such as delivering plans to clients. Performs other incidental and related duties as required and assigned. Occasionally travels to branch offices. KNOWLEDGE, SKILLS, & ABILITIES Microsoft Office - Word, Excel, PowerPoint, Outlook Adobe Creative Suite - with particular skills in InDesign, Illustrator, and Photoshop. Adobe Acrobat Pro General database knowledge: ability to manage and associate data Excellent communication skills, both written and oral Ability to enter data accurately, and review and edit documents for proper grammar, when necessary. Ability to complete work thoroughly and in a timely manner. Candidates must be capable of self-sufficiency and working on all aspects of projects Valid driver's license. EDUCATION AND EXPERIENCE College Degree in Marketing, Communications, Graphic Design, or Business Administration or High School Diploma with a minimum of 5 years of experience in Administrative Assistance duties within the A/E industry. PHYSICAL REQUIREMENTS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk or hear; sit; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds, and infrequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.