Office Administrator + Creative Assistant

2 weeks ago

Fayetteville, United States Flintlock LAB Full time
We are looking for a trustworthy, reliable, communicative team member to help us grow our design consulting and incremental development company. This position will be responsible for handling administrative tasks as well as participating in creative work as applicable (see additional tasks section).

The ideal candidate is proactive, highly organized, elastic, and enjoys the diverse task list of a creative small business with a strong focus on emotional intelligence.

This position is full-time (Monday - Friday, 8am - 5pm) in-person at our office near downtown Fayetteville.

Required skills:
  • ability to work with equanimity under pressure to handle a wide variety of activities and confidential matters with discretion
  • ability to exercise good judgement in a variety of situations, with excellent verbal, written, administrative, and social communication skills
  • highly organized and self-motivated, able to prioritize and independently manage your work list
  • emotional intelligence and a solid understanding of customer service and interpersonal dynamics, positive outlook
  • attention to detail and ability to solicit additional information when needed to complete a task well, follows instructions clearly and accurately within a timely fashion
  • detail-oriented follow through and ability to anticipate and prevent/solve problems
  • significant experience in managing office procedures and working with sensitive corporate and personal information
  • good practical experience with office management systems, MS Office, Slack, online calendars, and other related systems
  • valid driver's license, current automobile insurance, and reliable vehicle

This position is being created by dividing an existing role in two. We are flexible as to which tasks are taken on by the new team member, according to the skills and experience of the candidate. Assistance with all "core tasks" will be expected, as well as some number of the "additional tasks".

Core tasks:
  • manage main office telephone, distributing messages and tracking follow-up by multiple team members
  • manage office calendar and scheduling, including virtual meeting rooms and in-person meetings
  • assist in planning appointments, events, travel, dinners, etc.
  • physical office management and upkeep, supply tracking, sorting mail, managing deliveries
  • assist with invoicing, contractor payments, and project cost tracking
  • assist in creation of reports, copy, and presentation documents
  • coordinate internal and external communication via email and Slack

Additional tasks: Proficiency in 2 or more of the below areas, or interest and willingness to be trained in them, is required:
  • Adobe Creative Cloud: Create documents, presentations, graphics, and exhibits InDesign and Illustrator
  • Property Management: Manage routine property maintenance and repairs for 4-6 rental properties. Coordinate applications and leasing and serve as point of contact for tenants.
  • Marketing: Regular social media posting, coordination of professional project photography, website updates. Copywriting and content generation.
  • Interior Design: Create interior specification documents to client preferences. Source materials and order samples.
  • New Construction / Renovation Management: Oversee occasional renovations or new construction. Schedule subcontractors, ensure work is completed, track construction budget / invoices / draws. Order materials.
  • Proposal Writing: Write a variety of RFP responses and assemble necessary documents and forms. Experience with the content is not required, but strong grammar is important.
  • Nonprofit Coordination: Assist with day-to-day operations of a related non-profit, including scheduling, marketing, contracts, communications, and basic accounting.

About Us

Flintlock LAB (landscape, architecture, building) is a multidisciplinary consulting firm based in Fayetteville, Arkansas. Flintlock was founded by architect + landscape architect Allison Thurmond Quinlan and has grown to a team of eight.

Flintlock is a flexible and creative small business with a focus on building lovable places that are sustainable socially, environmentally, and economically. We marry creative problem solving with deep technical knowledge, constantly striving to find beautiful, functional solutions. Our design process combines expertise in history and tradition with fluency in contemporary technologies and construction techniques.

We have grown our team with an intentional hiring practice of supporting work/life balance and maintaining women in the workforce through early childhood years by providing flexible working lives for our employees. We value emotional intelligence, direct communication, self-sufficiency, and a deep sense of fun in our team members. We're looking forward to meeting you

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