Administrative Assistant at Ware Malcomb

New York, New York, United States

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Not SpecifiedCompensation

Entry Level & New Grad, Junior (1 to 2 years)Experience Level

Full TimeJob Type

UnknownVisa

Architecture, Design, ConstructionIndustries

Requirements

Ability to work under pressure and maintain composure
Ability to handle multiple tasks at one time
Ability to interface courteously and efficiently with staff/visitors
Excellent verbal and written communication skills
Strong computer skills, including Microsoft Office programs and Internet skills

Responsibilities

Aid Office Leaders with day-to-day tasks, such as scheduling meetings, events, presentations, client interviews, and handling data entry
Manage client/visitor interactions, schedule employment interviews, and ensure adherence to office policies and protocols
Ensure general office organization and tidiness, including pantries, conference rooms, and library areas
Provide general office support, ensuring well-stocked office supplies and overall organization and tidiness
Organize lunch meetings, including setup and cleanup
Familiarize with office systems such as Deltek VantagePoint, Hubspot, etc
Sort, distribute, and prepare daily incoming and outgoing mail/FedEx
Serve as a liaison for the office with the building landlord, Reprographics Company, etc
Organize office events
Perform light clerical duties such as data entry (entering/scanning contacts), typing, and filing
Handle printing, copying, and collating documents and large-size drawings
Assist in marketing functions, including preparing presentations, brochures, marketing collateral, and supplies, managing social media, and other communication tools and initiatives
Aid in preparing proposals
Assist in opening project numbers in Deltek Vantagepoint
Support in generating project reports from Deltek Vantagepoint
Assist in the intake, filing, and distribution of project-related material submittals in Newforma
Help with stamping or sealing drawings for the state or city
Prepare correspondence, such as letters of transmittal, cover letters, etc

Skills

Deltek VantagePoint

Hubspot

Data Entry

Scheduling

Office Management

Microsoft Office

Printing

Copying

Filing

Event Organization

Ware Malcomb

Full-service design firm offering architecture and engineering

About Ware Malcomb

Ware Malcomb is a design firm that offers services in architecture, planning, interior design, civil engineering, branding, and building measurement across various sectors. They focus on creating tailored design solutions for clients ranging from small businesses to large corporations, charging fees based on project complexity. The firm adapts to market changes, especially post-COVID-19, by utilizing data to inform design decisions and optimizing work environments. Their goal is to help clients navigate new business realities while maintaining high-quality service and fostering long-term relationships.

Irvine, CaliforniaHeadquarters

1972Year Founded

$8.1MTotal Funding

DEBT_PPCompany Stage

Consulting, DesignIndustries

501-1,000Employees

Benefits

Flexible Work Hours

Risks

Increased competition in Silicon Valley may impact Ware Malcomb's new office.

Strategic shifts from new leadership could disrupt existing client relationships.

Rapid expansion may strain resources and affect project delivery timelines.

Differentiation

Ware Malcomb offers integrated design services across multiple sectors since 1972.

The firm provides specialized services like branding and building measurement.

Ware Malcomb adapts to market demands with innovative, data-driven design solutions.

Upsides

Growing demand for sustainable design boosts Ware Malcomb's eco-friendly projects.

Hybrid work models increase demand for flexible office spaces, benefiting Ware Malcomb.

Healthcare sector investments present opportunities for Ware Malcomb's expertise in healthcare design.

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