Office Manager/Personal Assistant (part-time), potential for Admin and Architectural Assistance (full-time)

FoxLin Architects FoxLin Architects Employer:
San Clemente, CA, USLocation:
Wed, Sep 22 '21Posted on:

Foxlin is an award-winning architectural office with a diverse range of local and international projects. We are looking for someone to help with administrative tasks including but not limited to filing, accounts receivable/payable, HR, payroll, bookkeeping/tax prep, checking email, managing accounts, managing properties/assets, running errands, travel planning, laser scanning of properties, shopping, data analytics, shopping, marketing/social media, and much more. The pay is commensurate with experience and the location is in beautiful San Clemente. Administrative work is likely part-time. Should the candidate desire full-time work, then an architectural background would be a plus. 

See our work at: 

Job Description

+ Assist in managing office finances, contracts, accounts payable/receivable, billing, and coordination with accountant

+ Assist in maintaining office facilities, supplies & equipment, hardware/software

+ Assist in HR activities, payroll, and auditing

+ Answer phones, manage mail

+ Assist with data entry, data analytics

+ Assist with Time Management, including one's own time and the time of others

+ Assist in business development, including supporting direct business development outreach, proposals, contracts, and coordinating social media

+ Assist in public relations / marketing on behalf of the office, including engaging publishers, editors, and curators as well as social media and website development

+ Assist in maintaining office process logs and manuals

+ Manage properties/assets

+ Aid with As-Built Drawings

+ Run Errands 

+ Assist with other businesses as needed


+ Self-starter, driven to take on more than expected and work in a fast-paced, rapidly changing, entrepreneurial environment

+ Motivated to learn quickly and improve as a professional

+ Detail-oriented, organized, precise, and reliable

+ Excellent collaborator and team player with excellent improvisation, and problem-solving skills. Excellent verbal and written communications skills.

+ Enthusiastic, positive, compassionate, and supportive of others

+ Knowledge of administrative and clerical procedures and systems such as MS Office, managing files and records, designing forms, and other office procedures and terminology

+ Knowledge of electronic equipment, and computer hardware and software, including applications

+ Knowledge of principles and processes for providing customer and personal services

+ Knowledge of office management systems and procedures

+ Outstanding organizational and time management skills

+ Ability to multitask and prioritize daily workload

+ High School diploma

+ 1-2 years of previous work experience

Preferred Skills or Traits

+ Outstanding social skills 

+ Knowledge of Adobe Creative Suite

+ Adept with Social Media

+ College Degree

+ Up-to-date with latest office gadgets and applications

+ Knowledge of Construction/Architecture/Engineering Industry

+ Background in Architecture, Ability to manage projects 

+ Knowledge of Mandarin Chinese would be a plus, but certainly not expected

Salary & Hours

Salary is commensurate with experience. Hours are flexible but likely will require 10-20 hours/week for admin work, more if the candidate can take on more responsibility.

To Apply 

Please send your resume, availability, cover letter, references (if available), and desired salary range, and if you are looking for full or part-time work. We look forward to hearing from you.

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