Job Summary:

Under the direct supervision of the CEO and the Comptroller this position provides administrative support for the CEO as well as assists with multiple finance and HR functions.  Independent judgment is required to plan, prioritize, and organize diversified workload, recommends changes in office practices or procedures.

Supervisory Responsibilities:

• This position has minimal supervisory responsibilities

Duties/Responsibilities:

CORPORATE

• State licensing/registration/national
• Acts as a liaison to the CEO with other departments and outside agencies. Handles confidential and non-routine information. 
• CSC - Establishes, develops, maintains, and updates corporate filing and records, 
• BOD Researches and retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data
• COIs for projects/company
• Company data info
• Answers, organizes, and prioritize CEO’s phone calls, screening when necessary.
• Maintains and renews Licenses and professional memberships for CEO and Firm.
• Maintains AIA/IIDA relationships and memberships.
• Maintains Insurance policies for Firm.
• Work either independently or part of a team on special nonrecurring and ongoing projects. 
• Acts as coordinator for special projects, at the request of the CEO, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings

IT

• Desktop and software support
• Technology Inventory (Asset Tiger)
• Point of contact for third party IT service provider
• Basic desktop/laptop set up/configuration 
• Maintain software configuration by user group
• Coordinate software license management renewal with appropriate vendors 
• User configuration and set up
• Point of contact for phone system and vendor

ADMIN/HR

• Receptionist (back up)
• Maintains office supplies and coordinates maintenance of office equipment
• Monthly reports to vendors for copier counts, supplies and maintenance
• Building management POC
• FF&E Inventory (Asset Tiger)
• New employee handbook
• Coordinates and schedules travel, meetings, and appointments for managers or supervisors
• Prepare and design general memos, forms, proposals, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy

MARKETING

• Project Research and document formatting for RFQs/IDIQs/Proposals
• Assist Marketing Manager with proposal assembly and delivery
• Project Management
• Point of contact for the AIA website and forms
• Maintains and updates weekly Scheduling report. Attends weekly Scheduling meetings
• GSC AIA Document Library (server)
• Opportunity and Project Set up
• Project, proposal and contract support such as transferring content from proposal to official AIA contract document.

FINANCE

• AP processing
• Purchase Journals
• Client invoice back up and distribution
• Deposits
• Research payment history and vendor statement reconciliation.
• PM billing reminders for invoice back up and approval.

Performs other related duties as assigned. 

Required Skills/Abilities: 

• Excellent verbal and written communication skills. 
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Basic understanding of accounts payable
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.
• Flexibility.
• Self-Starter. 
• Able to maintain confidentiality. 
• Able to work in a collaborative work environment. Team-player.

Education and Experience:

• Three to five years of experience in an administrative role.
• Two to three years of experience in finance/AP

Physical Requirements: 

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Work Environment:

• This job operates in a professional office environment.  This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets. 
• This is a full-time position.  Days and hours of work are Monday through Thursday, 8:00am to 6:00pm, and Friday, 8:00am to noon.

Travel: 

• No travel is expected for this position.

Other Duties: 

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee of this job.  Duties, responsibilities and activities may change at any time with or without notice.

GSC Architects is proud to be an Equal Opportunity Employer.  GSC does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law.  All employment is decided on the basis of qualifications, merit, and business need.