A7 Group, Inc. | Administrative Assistant | encinitas, ca

1 week ago

encinitas, United States A7 Group, Inc. Full time

Founded in 2009 by Adam Rohrbaugh, AIA, NCARB, A7 Group, Inc. is a dynamic architectural consulting firm serving an extensive clientele including business owners, homeowners, developers, architects, contractors, associations, educational institutions, property managers, insurance firms, and legal professionals. With over 20 years of experience, Adam's diverse background, including forensic consultation, inspired him to establish a versatile company that collaborates with skilled professionals to deliver top-tier services across multiple domains. A7 Group's core offerings encompass architecture, roofing and waterproofing consulting, construction management, and forensic consultation. A7 Group is dedicated to providing unparalleled quality and innovative solutions for its clients.


Position Overview:

Are you a proactive and organized individual with a flair for embracing an entrepreneurial mindset? Are you excited about contributing to a dynamic and forward-thinking team? If so, we invite you to seize the opportunity and join us as an Administrative Assistant. In this pivotal role, you will have the privilege to closely collaborate with our VP and President, driving operational efficiency, managing projects, and making a direct impact on our business growth.


Responsibilities:


Client Relationship:

  • Cultivate and nurture client relationships, ensuring exceptional service and support.
  • Maintain organized correspondence, activity records and client data in Outlook, Monday and Pipedrive.
  • Proactively communicate with clients and prospects regarding project updates and opportunities.
  • Assist in the preparation, review, and follow-up of project proposals.
  • Initiate outreach to potential new clients.
  • Conduct research to identify bid opportunities from various sources.
  • Participate in industry events and functions to represent our company.
  • Conduct client interviews upon project completion to gather feedback.


Administrative:

  • Manage and coordinate the CEO’s calendar, appointments, and meetings, ensuring effective time management and prioritization.
  • Anticipate the CEO’s needs and proactively address challenges or opportunities.
  • Assist in preparing client reports and presentations.
  • Research and prepare responses to Requests for Proposals (RFPs).
  • Facilitate project intake procedures to ensure smooth project initiation.
  • Manage project close-out procedures efficiently.
  • Transfer information from T-Sheets to Monday & Pipedrive for accurate record-keeping.
  • Create and uphold a professional office environment for clients, guests, and employees.
  • Manage office supplies, equipment, and conduct annual audits.
  • Coordinate Lunch & Learn sessions and webinars.
  • Maintain accurate records of employee licensing, CVs, and CEUs.
  • Coordinate and schedule company travel and events.
  • Monitor and manage the general company email account.
  • Provide general assistance to the CEO as needed.


Qualifications:

  • Proven experience in administrative or executive support roles.
  • Strong organizational skills, attention to detail, and the ability to manage multiple tasks concurrently.
  • Excellent written and verbal communication skills.
  • Proficiency with technology and a creative eye.
  • Ability to exercise discretion and maintain confidentiality.
  • Strong problem-solving skills and a proactive attitude.
  • Familiarity with Monday or Pipedrive or similar CRM software is a plus.
  • Experience in website management and social media platforms preferred.
  • Ability to work independently and take initiative in a fast-paced environment.
  • Strong interpersonal skills and the ability to build and maintain relationships.

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