AIA Seattle
Office Administrator/Marketing Coordinator
AIA Seattle, Mount Vernon, Washington, United States, 98273
Office Administrator/Marketing Coordinator Position Description
We are looking for a talented, self-motivated individual to join our team as an Office Administrator/Marketing Coordinator. The ideal candidate is an outgoing person who is extremely organized, excels with customer service, has experience with marketing and business development, and manages time well to schedule and complete tasks.
This is a 1.0 FTE position. It includes full benefits.
The Company
HKP Architects is an award-winning firm located in Mount Vernon, Washington, specializing in educational, civic, affordable housing, and residential design. Our focus and passion center around sustainability and community. Established in 1952, HKP has grown from a small-town general practice to a regionally recognized and respected firm known for service, quality, and civic engagement. We are currently a talented group of seven, looking to grow at a steady pace. Our culture fosters growth, collaboration, and personal job satisfaction.
Responsibilities
As the Office Administrator, you will be responsible for the day-to-day operations and logistics of HKP Architects and the building being “open for business.” This position is intended to be in-person, in-office.
Duties may include, but are not limited to:
Reception tasks including answering office phone and greeting visitors
Managing the scheduling of conference rooms in Outlook
Managing office supplies and equipment
Receiving, distributing, and sending mail daily; scanning and forwarding appropriate documents to bookkeeper
Maintaining postage and mailing supplies
Managing janitorial services and supplies
Maintaining annual membership registrations and software licenses
Maintaining filing systems of the firm’s human resources, administration, and management systems
Ordering Certificates of Insurance for projects
Coordinating maintenance of the firm’s technical and materials library, including code books
Organizing office events
Tracking and reporting employee billable and non-billable hours, including holidays and Paid Time Off
Tracking internal and project costs reimbursable to employees
Tracking project reimbursable costs for invoicing
Working with outside bookkeeper to monitor tasks such as processing payroll, reconciling accounts, generating annual and monthly financial reports, managing payables, and generating invoices
Coordinating with outside bookkeeper for invoicing from consultants, payments to consultants and vendors, and depositing payments from clients
Working with bookkeeper to print checks, get partner signatures, and send
Coordinating communications and invoicing with other building tenants and with building owner (HKP Properties) managing invoicing and payments for building utilities and maintenance services
Creating and managing standardized forms and processes to facilitate efficient operations for the firm
Overseeing organization of general office folders on the network
As the Marketing Coordinator, you will manage all aspects of marketing and branding, and support business development. Duties may include, but are not limited to:
Maintaining HKP’s brand guide and all uses of the brand identity
Supporting in the annual preparation of the strategic plan, and its alignment with marketing
Leading the marketing calendar
Leading website management
Creating monthly blog posts and quarterly newsletters
Creating social media content and managing all social accounts
Managing the contact and mailing list(s)
Managing the media contact list
Assisting with Hubspot (or other CRM)
Leading setting up business development opportunities
Coordinating public relations campaigns
Writing press releases
Assisting in the hiring, scheduling, and execution of project and firm photography
Managing online reviews – Yelp, Google, etc.
Leading the development of Statement of Qualifications and interview materials
Coordinating award applications
Identifying and developing speaking engagement opportunities
Coordinating community outreach and volunteer opportunities
Required Professional Skills
Experience in providing support for marketing, finance, human resources, and facility operations
Self-motivated and able to work independently with minimal direction
Capable of managing multiple, complex schedules
Ability to consistently meet deadlines
Ability to quickly learn and utilize multiple technologies related to project management and business development/marketing
Ability to pitch in and assist on any level of task when the work calls for it
Writing skills
Friendly, welcoming personality
Open and honest communications
Required Technical Skills
Word
Excel
PowerPoint
QuickBooks Online
Adobe Acrobat
Adobe Creative Cloud (InDesign, Photoshop, and Illustrator specifically)
Outlook
Microsoft Teams
Zoom
Beneficial Technical Skills
Hubspot
Harvest
Smartsheet
Why Should You Apply?
We have a unique firm with a passion for design, community, and sustainability
You enjoy being around other creative people and working together as a team
You want to utilize your unique skills to help a small company grow to its full potential
Interested?
Please e-mail a cover letter and resume to Julie Blazek and Brian Poppe at hkp@hkpa.com.
#J-18808-Ljbffr
We are looking for a talented, self-motivated individual to join our team as an Office Administrator/Marketing Coordinator. The ideal candidate is an outgoing person who is extremely organized, excels with customer service, has experience with marketing and business development, and manages time well to schedule and complete tasks.
This is a 1.0 FTE position. It includes full benefits.
The Company
HKP Architects is an award-winning firm located in Mount Vernon, Washington, specializing in educational, civic, affordable housing, and residential design. Our focus and passion center around sustainability and community. Established in 1952, HKP has grown from a small-town general practice to a regionally recognized and respected firm known for service, quality, and civic engagement. We are currently a talented group of seven, looking to grow at a steady pace. Our culture fosters growth, collaboration, and personal job satisfaction.
Responsibilities
As the Office Administrator, you will be responsible for the day-to-day operations and logistics of HKP Architects and the building being “open for business.” This position is intended to be in-person, in-office.
Duties may include, but are not limited to:
Reception tasks including answering office phone and greeting visitors
Managing the scheduling of conference rooms in Outlook
Managing office supplies and equipment
Receiving, distributing, and sending mail daily; scanning and forwarding appropriate documents to bookkeeper
Maintaining postage and mailing supplies
Managing janitorial services and supplies
Maintaining annual membership registrations and software licenses
Maintaining filing systems of the firm’s human resources, administration, and management systems
Ordering Certificates of Insurance for projects
Coordinating maintenance of the firm’s technical and materials library, including code books
Organizing office events
Tracking and reporting employee billable and non-billable hours, including holidays and Paid Time Off
Tracking internal and project costs reimbursable to employees
Tracking project reimbursable costs for invoicing
Working with outside bookkeeper to monitor tasks such as processing payroll, reconciling accounts, generating annual and monthly financial reports, managing payables, and generating invoices
Coordinating with outside bookkeeper for invoicing from consultants, payments to consultants and vendors, and depositing payments from clients
Working with bookkeeper to print checks, get partner signatures, and send
Coordinating communications and invoicing with other building tenants and with building owner (HKP Properties) managing invoicing and payments for building utilities and maintenance services
Creating and managing standardized forms and processes to facilitate efficient operations for the firm
Overseeing organization of general office folders on the network
As the Marketing Coordinator, you will manage all aspects of marketing and branding, and support business development. Duties may include, but are not limited to:
Maintaining HKP’s brand guide and all uses of the brand identity
Supporting in the annual preparation of the strategic plan, and its alignment with marketing
Leading the marketing calendar
Leading website management
Creating monthly blog posts and quarterly newsletters
Creating social media content and managing all social accounts
Managing the contact and mailing list(s)
Managing the media contact list
Assisting with Hubspot (or other CRM)
Leading setting up business development opportunities
Coordinating public relations campaigns
Writing press releases
Assisting in the hiring, scheduling, and execution of project and firm photography
Managing online reviews – Yelp, Google, etc.
Leading the development of Statement of Qualifications and interview materials
Coordinating award applications
Identifying and developing speaking engagement opportunities
Coordinating community outreach and volunteer opportunities
Required Professional Skills
Experience in providing support for marketing, finance, human resources, and facility operations
Self-motivated and able to work independently with minimal direction
Capable of managing multiple, complex schedules
Ability to consistently meet deadlines
Ability to quickly learn and utilize multiple technologies related to project management and business development/marketing
Ability to pitch in and assist on any level of task when the work calls for it
Writing skills
Friendly, welcoming personality
Open and honest communications
Required Technical Skills
Word
Excel
PowerPoint
QuickBooks Online
Adobe Acrobat
Adobe Creative Cloud (InDesign, Photoshop, and Illustrator specifically)
Outlook
Microsoft Teams
Zoom
Beneficial Technical Skills
Hubspot
Harvest
Smartsheet
Why Should You Apply?
We have a unique firm with a passion for design, community, and sustainability
You enjoy being around other creative people and working together as a team
You want to utilize your unique skills to help a small company grow to its full potential
Interested?
Please e-mail a cover letter and resume to Julie Blazek and Brian Poppe at hkp@hkpa.com.
#J-18808-Ljbffr