Administrative Assistant

5 days ago

boston, United States IA Interior Architects Full time

IA Interior Architects translates client goals, brands, and culture into powerful environments built around people, processes, technologies, and business drivers. Our clients in diverse markets worldwide require high-performance, visually compelling, and sustainable environments to move their enterprises forward, support their culture, engage their staff, integrate technology, and drive efficiencies. As architects, designers, workplace strategists, and environmental specialists in the largest global architecture firm concentrating exclusively on interiors, we help clients articulate and align their business strategies and core values with the dynamic use of space.

Our team members are collaborative, creative, professional, expert and entrepreneurial. Joining our team requires skill, daring, leadership, teaming, humor and a love of interiors. We are presently searching for a Studio Administrator for our Boston studio. The Studio Administrator, while working under direct supervision, provides general accounting and administrative support.


Specific responsibilities will include:

This will be an in-person position for the majority of the time.

  • Assist with monthly billing, including matching backup documentation with applicable projects and preparing invoices for mailing
  • Gathers and compiles information and produces reports (project status, staffing financial, etc.)
  • Prepares invoices and assists with collections
  • Processes accounts-payable invoices and expense reports
  • Assists with phone support - answers and routes incoming calls. Greets office visitors
  • Handles incoming and outgoing mail and deliveries
  • Answers routine correspondence
  • Establishes and maintains files
  • Ensures office maintenance and assists with ordering of office supplies
  • Assist with timesheet collection
  • Assists with program, and special projects as needed
  • Assists in planning office-wide events, holiday parties, etc.


Qualifications:

  • High School Diploma
  • 1+ year in a professional office environment; accounting experience a plus


Knowledge, Skills, and Abilities:

  • Proficient in MS Office Suite
  • Familiar with automated accounting systems, preferably Deltek
  • Intermediate verbal and written communication skills
  • Intermediate phone and customer service skills
  • Proven ability to perform a diverse array of functions
  • Proven ability to multi-task
  • A working knowledge of the Google suite of tools (Meet, Drive, Gmail, Slides, etc)

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