Position Summary
This position reports to the Principal Planner and Principal Landscape Architect. Duties include monthly invoicing, accounts payable, coordination with the firm’s P/T bookkeeper, as well as miscellaneous administrative tasks. This is a full time/in office position.
Essential Duties + Responsibilities
Prepare documents and conduct miscellaneous administrative functions related to:
- Letters of Transmittal, Letters of Engagement, Requests for Proposals, etc.
- Respond to information requests, provide clarification, and follow-up, as required.
- Review and summarize miscellaneous reports, background information, and other documents for accuracy.
Assist with preparation of proposals and contracts.
- Review & prepare internal contracts/agreements, insurance certificates, billing requirements, etc.
- Review and prepare outside consultant contracts on behalf of clients.
- Prepare comprehensive digital job files based upon naming conventions.
- Assist principals and staff with updating current project information.
Answer multiple phone lines, screen, and direct calls promptly and efficiently, and receive visitors
Professional phone etiquette.
- Route multiple calls simultaneously, and prioritize callers, if needed.
- Identify the caller, reason for call, and appropriate team member; take appropriate messages.
- Recognize clients (phone & in person), introduce & greet visitors, obtain new contact info, etc.
- Prepare conference room for meetings.
Prepare monthly client invoicing
- Review timecards, associated memos/tasks, verify hours, and posting accuracy.
- Draft invoices, review, and prepare final invoices.
Track project budgets and prepare accounting reports
- Prepare accounting recaps, budgets, and track progress for projects.
- Prepare comprehensive accounting recaps for client’s projects.
Data entry
- Prepare spreadsheets and tables, as directed.
- Enter billable hours with memos and expenses.
- Track accounts receivable (internal A/R and sub-consultant invoices, etc.).
- Pay bills and track accounts payable (via Quick Books).
General office management
- Opening/closing, mail & shipping, file administration, copies/scanning, office organization, procedures, office & equipment supplies, etc.
Skills + Qualifications
- A high level of professionalism and confidentiality
- Professional business writing and verbal communication skills
- Effective interpersonal skills, with ability to listen carefully and ask questions
- Strong organizational skills and attention to detail
- Excellent coordination and time-management skills
- Successful problem-solving skills and strong decision-making ability, with ability to anticipate needs
- Advanced knowledge in MS Office (Word, Excel, Outlook). Typing 50+ wpm
- Advanced knowledge of Quick Books, BillQuick, Access
- Valid CA driver license; reliable transportation
Please send letter of introduction, resumé, and relevant references to:
[email protected]
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