Administrative Assitant

NOA Design + Construction (NOA) is a fully-integrated design and project management firm. We specialize in the design and execution of high-end residential properties in San Francisco and throughout the Bay Area.

As the single point of contact, we manage each project from inception to completion. Our services include design, interiors, project management, construction, and move-in. Through the integration of these elements we maintain control over the entire trajectory of the project.

ROLE

We are currently looking for a highly motivated and reliable Administrative Assistant with at least 3 years of experience to join our team in San Francisco, CA.

The Administrative Assistant is responsible for managing a variety off office administrative tasks and supporting our Project Management team.

RESPONSIBILITIES

  • Manage and coordinate office calendars: conference room, birthday calendar, recurring events, team meetings, client meetings
  • Manage contact list: Staff, client, vendors/subs
  • Checking and forwarding voicemail and incoming mail to the appropriate departments
  • Tracking and ordering office supplies, pantry items and snacks
  • Order food for client and staff meetings
  • Coordinate office happy hours, events and holiday party
  • Plan and order employee and client gifts
  • Coordinate with Eden Technologies (office cleaning) and Recology (trash), unload dishwasher, ensure coffee maker is clean
  • Coordinate office repairs with Maintenance Assistant and/or the landlord
  • Setup employee trainings, seminars, etc
  • Control key safe, update key inventory, check in/out office keys and site keys
  • Manage lockbox distribution and spreadsheet for codes
  • Organize shared folders and drive
  • Manage utility, phone, internet services, ADT: Contact for false alarms and teaching new hires how to use system
  • Compile marketing material for sales meetings
  • Assist Owner with tasks as requested
  • Assist IT manager with employee requests and computer setup’s
  • Assist HR manager with job postings, recruiting, new hire onboarding and employee off-boarding
  • Assist Managing Partner with scheduling meeting, updating timesheets, and additional tasks as requested.
  • Coordinating client intake and project setup
  • Prepare agreements, scope of work and preliminary budget for projects
  • Manage safety program and trainings, ensure binders and posters are up to date in office and on project sites
  • Assist Project Managers with preparation of close-out binders and client move-ins
  • Maintaining office processes and procedures

Qualifications, Skills and Software

  • Excellent written and oral communication skills
  • Strong MS Office Suite program skills
  • Experience in design and construction a plus
  • Exceptional organizational and time management skills
  • Strong leadership, critical thinking and able to take initiative
  • Ability to efficiently interface with team, clients and vendors
  • Ability to be flexible and embrace shifting priorities in a fast-paced environment
  • Must be US citizen, Permanent Resident or hold valid work visa

Education/Experience

  • Bachelor's Degree or higher
  • 3+ years of experience

Salary and Benefits

  • Competitive compensation package
  • Health insurance, dental and vision plans
  • Paid vacation, sick leave, and additional holidays
  • You'll be part of a young, dynamic, fun team that's building beautiful spaces in SF

Next steps

If you are interested, please send your cover letter and resume to jobs@noadesignbuild.com