Archinect

Administration Manager (Hybrid)

DAHLIN ARCHITECTURE | PLANNING | INTERIORS DAHLIN ARCHITECTURE | PLANNING | INTERIORS Employer:
Pleasanton, CA, USLocation:
Tue, Nov 15 '22Posted on:
Full-timeType:

DAHLIN is an award-winning architecture, planning and interior design firm with 180+ multi-cultural professionals located throughout the Western United States. We offer more than 45 years of experience building communities where we live and work, driven by the vision of creating places that promote human fulfillment and well-being. This same Passion for Place®  starts with our own working environment—a positive community where people thrive. Please visit our website (www.dahlingroup.com) to learn more.

We are currently seeking an ADMINISTRATION MANAGER to join our PLEASANTON or SAN DIEGO, CA location. This professional will lead administrative staff and activities concerned with administrative operations in the areas of communication, training, documentation and standardization, ensuring consistency across sectors and geographic regions. As a member of the Administrative and Operations Team, responsibilities include collaborating with other staff across the firm and contributing to a positive and productive work environment.

Interested? If so, please read through this entire posting and follow instructions to apply. Please note – your attention to this is an important part of how we evaluate our candidates.

ESSENTIAL RESPONSIBILITIES: 

70% - Management of Administrative Team:

  • Work closely and effectively with the Director of Administration to keep Administrative Team well informed of administrative activities, challenges, and opportunities, following up appropriately
  • Manage, train, guide, and mentor Administrative team on the following:
    • Communication, documentation, and company processes
    • Effectively providing a high-level of administrative support to principals, project teams and staff, proactively anticipating needs and ensuring completion of tasks
    • Keeping Team well informed of upcoming commitments and responsibilities, following up appropriately
    • Preparation of reports and documents, travel arrangements, scheduling of events and meetings, and full cycle expense report reimbursements, all done in a timely manner with attention to detail and accuracy
    • Creating, proofing and editing complex documents, proposals, presentations, and spreadsheets in a timely manner with attention to detail and accuracy
    • Preparing for, leading and/or participating in, administrative, project and operational reporting meetings
    • Working on assignments that are complex in nature and require considerable judgment, initiative, and technical/specialized knowledge to resolve problems and/or develop recommended solutions
    • Proper contract/budget management; maintain project tracking per project budget, and upload project documentation per firm standards
    • Other assignments as needed

15% Project Support as needed for backup coverage to Administrative Team:

  • Assist Principals and Project Managers with preparing and tracking project schedules, budgets, and billing
  • Manage project correspondence; provide support to Project Managers with construction administration to ensure submittals, RFIs (log, route for review, stamp, return to general contractor, etc.), PRs, ASIs, Change Orders and contract completion documents are recorded and documented properly for project team members to review
  • Review Prime Agreement and Subcontract Agreements, Copy Agreements, Scope, and Schedule; prepare and coordinate amendments as needed
  • Coordinate, track, and process subconsultant invoices in collaboration with Project and Accounting Teams
  • Attend meetings and prepare draft meeting minutes for PM approval
  • Coordinate project documents for reproduction and distribution
  • Receive and review all incoming construction correspondence / submittals and forward or respond as necessary under direction of PM
  • Prepare, track, edit and execute all project proposals
  • Assist in project set-up and tracking revenue in Deltek Ajera
  • Review and coordinate project closeout documents

 15% Executive-Level Support:

  • Provide administrative support requiring confidentiality, initiative, and sound decision-making
  • Prepare for, and participate in, project and operational reporting meetings
  • Special projects, audits and assignments as needed

KNOWLEDGE, SKILLS, & ABILITIES:

  • Able to meet and proactively anticipate changing priorities, while remaining pleasant and prepared to do whatever is required with a professional disposition
  • Ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion
  • Excellent interpersonal and customer service skills with a positive and responsive attitude.
  • Excellent written and verbal communication skills, including communicating with respect, and ability to adjust communication style relative to audience
  • Proven ability to appropriately prioritize tasks and meet deadlines with minimal supervision
  • Excellent organizational and planning skills with attention to detail and accuracy
  • Seeks appropriate approvals; understands authority and who needs to be involved in decision making
  • Proven problem solver and team player
  • Proven ability to work effectively with a variety of different people and at all levels in the organization
  • Ability to handle highly confidential matters with discretion
  • Expert computer skills in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)
  • Deltek; Vantagepoint, Ajera experience a plus!

 MINIMUM EXPERIENCE, EDUCATION, & CERTIFICATION:

  • 10+ years’ administrative experience supporting executives
  • B.A. or equivalent combination of relevant work experience and education
  • Work in a creative or professional services environment supporting multiple leaders.
  • Experience working with an Architecture or Engineering firm is a plus.
  • Must be legally authorized to work for any employer in the United States without any restrictions or visa sponsorship.

We offer a competitive compensation package based on experience and qualifications. Excellent benefits include medical, dental, and vision coverage. We also offer the opportunity to participate in a pre-tax Flexible Spending plans for medical, childcare, and commuter expenses, Employee Stock Ownership Plan, and 401k.

How to Apply: 

Please include a cover letter with your resume  (PDF or Word/5MB max) that tells us why you are our ideal candidate and why you want to work for our firm. Inquiries that do not follow these instructions may not be considered.

One last note. . .

Real people review every application, so we regret that due to the large volume of inquiries, we are unable to accept phone calls regarding the status of applications. We'll be sure to contact you if we need more information. Apply now!

DAHLIN is committed to welcoming and supporting a diverse community of professionals. As such, women and people of color are especially encouraged to apply.

DAHLIN is an Equal Opportunity Employer and participates in E-Verify.

We do not accept resumes from recruiters, placement agencies, or other staffing vendors who have not signed an agreement with us. Unsolicited resumes will be ineligible for referral fees.

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