Office Administrator/Marketing Assistant

PGAL is a national design firm specializing in architecture, interiors, engineering and planning for a diverse group of public and private sector clients. We believe great design grows from a supportive, energized environment. That's why we encourage initiative, value diverse perspectives, and give team members the opportunity to take meaningful ownership of their work. From your first day at PGAL, you will be part of a collaborative process where your voice matters and your contributions make a real impact. If you are seeking a firm where design excellence is matched by commitment to professional development and a culture that values people, PGAL offers a place to thrive and grow.

We are seeking a reliable and detail-oriented Office Administrator/Marketing Assistant responsible for various administrative duties requiring a thorough knowledge of office routines to support the activities of management, office staff, and marketing efforts.

Responsibilities include, but not limited to:

• Assist principals and staff in all administrative functions, A Swiss Army Knife
• Answer/direct all incoming phone calls and greet all office visitors professionally and courteously
• Maintain and assist with paper & electronic files and contracts, AIA documents, and proposals
• Coordinate office meetings, schedule lunch-n-learns, order food, and special in-house events, meeting records, presentations, travel, and client/consultant management.
• Assist with tracking and researching future clients, projects, conferences, staff, etc.
• Assist with logging all RFIs, submittals, and shop drawings in Newforma or other client-based project management software.
• Partner with the Accounting Department for all invoicing
• Partner with the Marketing Department on proposals to organize and produce marketing deliverables, including creative, quality, and accurate qualification statements, coordinate conference attendance/booth set-up, office graphics, project photography, color & mood boards, etc.
• Creatively capturing and telling the project story of the architectural process.
• Provide support for generating and maintaining general marketing deliverables (project sheets, resumes, Vision database, etc.).
• Maintain building security by following procedures and maintaining a clean reception area.
• Receive and distribute daily mail and outgoing deliveries by courier and FedEx notifications for packages
• Daily set-up, clean-up, and restocking of departmental kitchen supplies; clean out refrigerator weekly
• Monitor and maintain office, kitchen/coffee supplies, and vendor maintenance and repair
• Other duties as assigned

Qualifications:

• Must be a reliable self-starter and have a strong service-oriented demeanor
• High school education or equivalent
• 3+ years of relevant experience in A/E/C or allied industry preferred
• Proficient in Microsoft Word, Excel, Outlook, Adobe Creative Suite (fluent in InDesign)
• Experience with graphic design, AIA contracts, and Newforma/Project Management software
• Must present a professional presence and demeanor that is reflective of a corporate office environment, with excellent written and verbal communication skills
• Time management skills with the ability to organize and prioritize multiple, simultaneous projects in a fast-paced environment
• Must have the ability to work in a team-oriented environment, with the capability of identifying and solving problems
• Must be legally authorized to work in the United States for any employer without sponsorship

If you are highly motivated, detail-oriented, and enthusiastic, able to prioritize, organize, and maintain a positive attitude in a fast-paced environment, please apply.

PGAL offers a comprehensive benefits package that includes medical, dental, vision, disability, life, flexible spending accounts, a 401(k), and profit sharing. We also offer paid leave, including holidays, PTO, and paid parental leave.

PGAL is an equal opportunity employer that includes disability and protected veteran status.

PGAL is a VEVRAA Federal Contractor.