Business Support Specialist

5 days ago

New York, New York, United States Cooper Carry Architects, NY Full time

We are seeking a highly motivated Business Support Specialist to join our team at Cooper Carry Architects, NY. As a key member of our team, you will play a critical role in supporting our office operations, managing administrative functions, and providing exceptional customer service.

About the Role
  • Estimated Salary: $85,000 - $105,000 per year
  • Job Type: Full-time

Your strong organizational and leadership skills, combined with your passion for fostering a positive work environment, make you an ideal candidate for this role. You will be instrumental in ensuring the smooth and efficient operation of our office, managing office procedures, and supporting our team in delivering high-quality services.

Key Responsibilities:

  • Office Administration:
    • Manage office operations, including supplies, equipment, and facilities.
    • Develop and implement efficient office procedures and policies to enhance productivity and organization.
    • Handle incoming correspondence, mail distribution, package deliveries, and couriers with professionalism and promptness.
    • Maintain awareness of conference room usage and organize occupancy when necessary.
    • Issue and update firm information to staff as required.
    • Coordinate planning meetings and principals' travel.
    • Obtain and maintain records and process continuing education credits and state registrations and professional registrations for principal(s).
    • Develop and maintain an understanding of the corporate structure and responsibilities of each office.
    • Collaborate with other Studio Administrators from other offices to provide coverage and maximize the strength of the team.
  • Financial Management:
    • Assist with financial tasks such as invoicing and expense tracking.
    • Collaborate with the finance department to ensure accurate accounting and financial reporting for office expenses.
    • Work with the Managing Director to plan the annual budget for the office.
    • Monitor office expenditures and identify opportunities for cost-saving initiatives.
  • Client Relations:
    • Serve as a point of contact for clients, providing exceptional customer service and addressing inquiries or concerns.
    • Coordinate client meetings, appointments, and project updates in collaboration with the architectural team.
    • Refer 'cold calls' to the appropriate party.
    • Maintain awareness of clients, projects, and project types to best direct calls and visitors.
    • Locate information from clients or archived files on an as-needed basis.
    • Keep Deltek Database contact entries current.
  • Office Culture and Team Support:
    • Foster a positive and inclusive office culture by organizing team-building activities, events, and celebrations.
    • Facilitate effective communication and collaboration among team members to promote productivity and teamwork.
    • Assist staff members with special projects, as requested.
    • Perform multiple types of communication by contributing, preparing, and proofreading for supported individuals.
  • In the event the office grows, supervision of administrative staff and delegation of tasks may be required.
    • May perform administrative functions to support RFP and RFQ preparations and/or contract administration in the areas of RFI's and Submittals.
    • Coordinate with HR for annual college career fairs.

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