Administrative Assistant Job at SWBR Architecture, Engineering & Landscape A

About Us

SWBR is a nationally recognized design firm with expertise in architecture, interior design, structural engineering, landscape architecture, graphic design, planning and civil engineering. Since our founding in 1969, the focus of our expertise and most of our current work supports education, housing, and workplace design.

We are proud of the diverse range of backgrounds, personalities, and passions that make up our team. But for all our differences, we’re united by a core mission: to positively impact lives through meaningful design.

With 100+ professionals, we are headquartered in Rochester, New York with offices in Syracuse and Troy, New York and a soon-to-be opened office in Buffalo.

We are currently seeking a full-time Administrative Assistant in our Rochester, NY office. This position provides administrative support to the professional services staff, Project Teams and Principals. They will be the primary contact for processing proposal letters, Owner and Subconsultant agreements, certificates of insurance, booking business-related events, and coordination of Vendor Product Sessions. They may also be asked to assist with Construction Administration tasks as needed.

This position is not eligible for Remote Work and must perform all work in-office.

Job Duties:

• Preparation or proposal letters including reviewing, formatting, finalization, and distribution to Clients in accordance with standard templates and guidelines.
• Draft Owner and Subconsultant agreements from proposal letters and work with Principal(s) to finalize agreements. Familiarity with contract software such as AIA Agreements, DBIA and ConsensusDocs preferred.
• Edit and maintain AIA customized agreement templates for SWBR use in conjunction with attorney.
• Track status of all Owner and Subconsultant agreements in process through final execution.
• Review Client-generated agreements, identify liability/insurance issues and deal-breakers, obtain input from attorney and insurance broker as necessary.
• Obtain certificates of insurance as requested by Clients.
• Coordinate a wide-range of business-related events from booking, payment processing, fulfillment and through completion.
• Coordinate business travel arrangements as requested.
• Coordinate and maintain master schedule of weekly Vendor Product Sessions and all duties relative to these sessions such as lunch coordination, attendance tracking, and educational credit tracking.
• Back up for Construction Administration tasks. Tasks may include processing, distributing, and tracking change order requests, change orders, pay applications and Certificates of Substantial Completion documentation.
• Utilize construction management software to process submittals and requests for information in a timely manner.
• Create and distribute construction progress reports.
• Coordinate and schedule recurring meetings for Principals and Project Managers.
• Update various databases as required – clients, vendors, contacts, contracts, project history, etc.
• Type, format, edit, proofread, copy, and scan business documents such as meeting minutes, agendas, punch lists, etc.
• Coordinate virtual conferencing options using Microsoft Teams, Zoom, etc.
• Follow established filing management process for electronic and paper documents.
• Work collaboratively and back-up other positions within the administrative department when necessary.
• Draft / update administrative procedures as necessary.
• Back-up the Receptionist in their absence – answering and routing telephone calls, opening postal mail, delivering interoffice mail, mailing packages, etc.
• Perform other administrative duties as assigned.
• 100% In Office work with light to moderate noise

Requirements:

• High school diploma required; Associates degree preferred.
• Minimum of five years of administrative experience required. Previous experience with the Architecture and Engineering Industry strongly preferred.
• New York State Notary Public preferred.
• Prior experience in construction / project management preferred.
• Must possess strong computer skills and advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, and Teams).
• Accurate typing skill, minimum 60 words per minute.
• Excellent organizational and time management skills.
• Ability to manage multiple tasks / projects simultaneously.
• Ability to complete assigned work with minimum of detailed supervision and guidance.
• Maintain attention to detail and customer focused.
• Excellent verbal and written communication skills.
• Positive internal and external customer service attitude.
• Proofreading and mathematical skills.
• Aptitude to learn database, contract document, and project management software.
• Ability to keep sensitive information and materials confidential.
• Individual must be organized, have strong verbal and written communication skills and record keeping abilities.
• Individual will work in a normal office setting. Individual must be physically able to hear, see, sit, stand, walk, kneel, crouch and reach and keyboard.
• Position requires occasional lifting, up to a maximum of 25 pounds.

Base Salary Information: $46,924 - $55,610

The above salary ranges represent a good faith range for incumbents of these positions. Actual offers will be based on experience, education level, and demonstrated skills and will be at the discretion of the employer.

We actively support professional development, including steps towards licensure and/or related accreditations, as a benefit of employment. SWBR offers an outstanding compensation and benefits package and provides a creative environment. Applicants interested in joining a progressive, energetic and family-friendly firm that rewards hard-working team players and offers unlimited growth potential in a multi-studio design setting should view our website at www.swbr.com/career/ to apply.

SWBR is an Affirmative Action/Equal Opportunity Employer. Veterans and Individuals with disabilities are encouraged to apply.