DAHLIN is a diverse architecture and planning firm practice of 180 multi-cultural professionals with offices in California and Washington. We offer more than 40 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 OFFICE MANAGER to join the team in our IRVINE, CA office! Under minimal supervision, this administrative professional is primarily responsible for overall office management, supporting the Managing Director and technical staff with administrative assistance, and coordinating activities concerned with project administration in the areas of communication, documentation and standardization. A service-oriented professional with a friendly, flexible and positive attitude, the Office Manager gets along with a wide variety of personalities, and will nurture the relationships senior leadership and technical staff have with their clients and others by maintaining a personal, welcoming, yet professional approach. Able to do impeccable administrative work, the Office Manager provides consistency in the quality of project deliverables across sectors and geographic regions. As a member of the Administrative Team, responsibilities include supporting overall administrative operations by collaborating with other administrative 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 DUTIES AND RESPONSIBILITIES:
25% Executive-Level / Project Management Support:
Work closely and effectively with Managing Director and project managers to keep them well informed of upcoming commitments and responsibilities, following up appropriately
Provide administrative support to Managing Director, project teams and staff, proactively anticipating needs and ensuring completion of tasks. These duties include, but are not limited to, 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
Promote the corporate image by professionally representing the senior leadership/executives internally & externally
Prepare for, and participate in, project and operational reporting meetings.
25% General Office Management:
Supervise Office Coordinator and serve as backup in their absence. These duties include onsite reception M-F 8:00am – 5:00pm; professionally and pleasantly greet staff, clients, guests, all mail/supply delivery personnel, vendors and solicitors; process incoming and outgoing mail daily, including overnight document/packages.
Organize office meetings, conference calls and events; prepare agendas, make copies, set up rooms, order/pick up/layout refreshments.
Keep supplies stocked for employees by tracking inventory and ordering office/kitchen supplies as needed.
Primary contact for leased property access/keys/parking, questions and issues, including maintenance and repair work.
Maintain office records, files, plans, and equipment; general troubleshooting and coordinating service calls as needed.
Maintain office records and files, ensuring the professional appearance and safety of office.
Regularly coordinate with HR Team in Northern California headquarters for all HR matters; including facilitating interviews, orientation, and staff reviews as directed by HR.
Coordinate with IT, Accounting, & Marketing Teams.
Provide back-up support to other administrative team members as necessary.
50% Project Support:
Assist Principals and Project Managers with preparing and tracking project schedules, budgets, and billing.
Create, proof and edit complex documents, proposals, presentations, and spreadsheets in a timely manner with attention to detail and accuracy.
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.
Train and assist staff in proper contract/budget management; maintain project tracking per project. budget, and upload project documentation per firm standards.
Review and coordinate project closeout documents.
Work on assignments that are complex in nature and require considerable judgment, initiative, and technical/specialized knowledge to resolve problems and/or develop recommended solutions.
Work under general guidance with minimal supervision, independently planning own work; may determine methods and procedures for new assignments.
KNOWLEDGE, SKILLS, & ABILITIES
Professional demeanor, service oriented with a friendly, flexible and positive attitude.
Advanced skills in Microsoft Office (MS Outlook, Word, Excel, PowerPoint).
Proven punctuality and reliable attendance.
Excellent written and verbal communication skills required.
Excellent leadership and interpersonal skills, including the ability to establish and maintain effective working relationships with others and communicate effectively with individuals at all levels.
Strong organizational skills and attention to detail; ability to manage a task from start to finish.
Initiative in communications and problem solving.
Sound work ethics and the highest level of integrity; ability to handle highly confidential matters with discretion.
Experience in operating and maintaining office equipment.
Knowledge of contract management preferred.
MINIMUM EXPERIENCE, EDUCATION, CERTIFICATIONS:
B.A. degree and 5 or more years relevant experience, or equivalent combination of education and work experience.
Prior experience supporting executives of a mid to large sized company.
Work in a creative or professional services environment supporting multiple leaders.
Experience working with an Architecture or Engineering firm a plus.
Must be legally authorized to work in the United States for any employer 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 pre-tax Flexible Spending plans for medical, childcare, and commuter expenses, Employee Stock Ownership Plan, and 401k.
Qualified candidates are invited to apply online at www.dahlingroup.com/careers. Including a link to an online portfolio is a huge plus! 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.
D A H L I N: PASSION FOR PLACE.
DAHLIN is a diverse architecture and planning practice of 180 multi-cultural professionals working with developers, municipalities and private clients. We successfully support client relationships by matching our expertise with their expectations and goals – listening and effectively collaborating to craft sustainable communities and urban environments. Our design solutions are innovative, real and achievable. Our people are passionate about creating places that promote human fulfillment and well-being.
P L A C E M A K I N G:
We are driven by the vision of enhancing environments where people live and interact so that they feel the meaning of "place". Designing with relevant vernacular and in context, we partner with our clients to create healthy communities that celebrate diverse lifestyles and the natural environment.
L E G A C Y O F D E S I G N:
Our design solutions are innovative, real and proven by a history of built projects that enrich peoples’ lives and are financially successful. We bring a collaborative approach to sustainable design that is creative, persistent and responsive to the changing nature of community.
C O M M I ...T M E N T:
We embrace change and opportunity with enthusiasm to increase value for our employee-owned firm. Transparency and continuous improvement are integral to our financial goals – allowing us to provide the platform for thought leadership, education and giving back in our communities.
C U L T U R E:
Our diverse, multi-cultural, smart, talented people are rewarded for motivation, initiative, collaboration and achievement. We insist on a positive, engaging workplace where compassionate interaction, meaningful debate, and sharing of knowledge and new ideas are expected.