ADMINISTRATIVE ASSISTANT + General Accounting for Boutique Planning + Landscape Architecture Firm

POSITION SUMMARY

• This position reports to the Principal Planner and Principal Landscape Architect. Duties include monthly invoicing, accounts payable, coordination with the firm’s part time bookkeeper, as well as miscellaneous administrative tasks. This is a full time/in office position with a great group of people.  

ESSENTIAL DUTIES + RESPONSIBILITIES 

Prepare documents and conduct miscellaneous administrative functions related to:

•  Letters of Transmittal, Letters of Engagement, Requests for Proposals, etc. 
•  Respond to information requests, provide clarification, and follow-up, as required
•  Review and summarize miscellaneous reports, background information, for accuracy

Assist with preparation of proposals and contracts 

•  Review & prepare contracts/agreements, insurance certificates, billing requirements, etc.
•  Review and prepare outside consultant contracts on behalf of clients
•  Prepare comprehensive digital job files based upon naming conventions 
•  Assist principals and staff with updating current project information

Answer multiple phone lines, screen, and direct calls promptly and efficiently, and receive visitors

•  Professional phone etiquette 
•  Route multiple calls simultaneously, and prioritize callers, if needed
•  Recognize clients (phone & in person), introduce & greet visitors, obtain new contact info, etc.

Prepare monthly client invoicing

•  Review timecards, associated memos/tasks, verify hours, and posting accuracy
•  Draft invoices, review, and prepare final invoices

Track project budgets and prepare accounting reports

• Prepare accounting recaps, budgets, and track progress for projects
• Prepare comprehensive accounting recaps for client’s projects
• Process subconsultant invoices

Data entry

•  Prepare spreadsheets and tables, as directed
•  Enter billable hours with memos and expenses
•  Track accounts receivable (internal A/R and sub-consultant invoices, etc.)
•  Pay bills and track accounts payable (via Quick Books)

General office management

•  Mail & shipping, file administration, copies/scanning, office organization, procedures, office & equipment supplies, etc.

SKILLS + QUALIFICATIONS 

•     A high level of professionalism and confidentiality
•     Professional business writing and verbal communication skills
•     Effective interpersonal skills, with ability to listen carefully and ask questions
•     Strong organizational skills and attention to detail
•     Excellent coordination and time-management skills
•     Successful problem-solving skills and strong decision-making ability, with ability to anticipate needs
•     Advanced knowledge in MS Office (Word, Excel, Outlook), Quick Books, Bill Quick, Access
•     Valid CA driver license; reliable transportation

BENEFITS

•      Paid vacation + holidays
•      Professional development
•      Major medical insurance
•      Simplified Employee Pension (SEP) plan

Please send letter of introduction, resumé, and relevant references to: [email protected]