JOB OPENING: ADMINISTRATIVE MANAGER/OFFICE CONCIERGE

 

We are seeking an energetic, organized, self-starting individual to contribute to its dynamic multi-disciplinary team of design professionals.

ABOUT ELM

Now in its 19th year of practice ELM provides professional planning, architectural, and landscape architectural services to clients nationally and internationally from our studio in downtown Jacksonville, Florida. We offer the superior creative talent and depth of technical proficiency commonly found in larger firms, together with the boutique scale and intensely-personalized service and partner-level accountability of a small practice. 

JOB DUTIES AND INFORMATION

The Office Concierge position has an important role in ELM’s Studio Office, providing organizational, administrative, and fiscal support to the firm’s partners and staff.  This position is based in Jacksonville, Florida.

Organizational Support

  • Maintain day-to-day operations of the firm.

  • Ensure filing systems are in place and up-to-date for firm business and specific projects.

  • Maintain Personnel Files.

  • Manage communications to employees about policies, schedule changes, etc.

  • Track Employee Vacation/Sick/PTO.

Administrative Support

  • Provide administrative assistance to Partners and Staff.

  • Primary responsibility to answer and route incoming telephone calls.

  • Greeting Clients and providing superior hospitality.

  • Manage office/staff calendar.

  • Make travel arrangements for Partners and Staff.

  • Manage office insurance policies.

  • Organize and set up continuing education, vendor interface, lunch and learns, etc.

  • Maintain and manage office supplies.

  • Distribute incoming main and prepare outgoing mail.

  • Maintain a positive, clean, well-organized and properly stocked workplace, conference room, kitchen, terrace, and reception area.

  • Must be a Notary or qualified to become a Notary.

Fiscal Support

  • Provide support to Office Manager – familiar with Quickbooks and Archioffice preferred.

  • Familiar with bookkeeping principles and protocol including accounts payables and receivables.

  • Process timesheets, track reimbursable expenses, and payroll as appropriate.

  • Assist with end-of-month invoicing.

  • Manage petty cash.

  • Assist with Bank Deposits.

  • Assist with end of year reports and interface with the firm’s CPA.

POSITION REPORTS TO:

  • Partners

SALARY AND BENEFITS

  • Salary commensurate with experience.

  • Together with a dynamic, positive working environment, ELM offers a comprehensive benefits package including fully-paid employee health insurance, 401k, paid time off, and holidays.


Please send resume and cover letter to eweinberg@elmplan.com with “Administrative Manager Position” as the email subject.