Studio Administrator
Our Vision and Values
The core values of Hollis + Miller are at the heart of everything that we do. As a Hollis + Miller team member, you live our core values through your day-to-day efforts as we work together to Design the Future.
- We are purpose driven, making a difference by impacting the lives of others through our work.
- We are people centric, empowering those around us to learn and grow within our dynamic culture.
- We believe in the power of we, supporting diversity of thought and recognizing that good ideas can come from anywhere.
Basic Qualifications
- High school diploma, GED, or completion of one year of college or technical school required.
- A minimum of 2 years of related professional experience strongly preferred, AEC firm experience preferred but not required.
- Proficiency in Microsoft office required, specifically Outlook, Word, Excel, and Teams.
- Proficiency in Deltek Vantagepoint or similar software preferred.
- You have documentation that allows you to work in the United States of America.
- You have met required background check standards.
Desired Traits
- Exemplifies the qualities of accountability and thoroughness with a detail-oriented approach to tasks.
- Possesses excellent communication and relational skills, as well as a positive attitude.
- Solves problems independently, employing critical thinking.
- Displays thorough drive, commitment, and a results-oriented mindset, focused on a high level of quality.
- Possesses strong organizational skills and ability multi-task while managing time well while working on various projects with differing deadlines.
- Sets an example of teamwork through a spirit of cooperation.
- Seizes every opportunity to grow professionally and personally.
Role Responsibilities
- A member of the People & Studio Experience pillar.
- Reports to Studio Director.
- Trained and supported by the Studio Directors and Project Development Pillar for project team support tasks ensuring quality and consistency by adhering to project specific administrative processes, standards, tools, and expectations of role-based responsibilities.
- Project Team Support
-Coordinates with Project Teams for all appropriate administrative tasks for projects:
Provides general project team support as requested.
-Coordinates external printing as needed.
-Attends Project Initiation meetings for workflow understanding.
-Scans and organizes existing drawings.
-Creates draft proposal letters to consultants.
-Attends all Phase Initiation meetings.
-Digitizes analog Co-Creation output including large format notes.
-Creates and sends certified mail notices as required by the local Authority Having Jurisdiction or Client.
- Project Bidding, Constructions Administration, and Close-out:
-Manages the flow of information to and from contractors regarding shop drawings, including logging, distributing, and managing digitally.
-Maintains a complete log of Requests for Information, Architectural Supplemental Instructions, and Proposal Requests.
-Maintains a complete log of Change Orders and creates all required contract documentation.
-Manages the flow of information to and from the contractor and owner for all pay applications and close-out documents.
-Manages and maintains a system and standard operating procedure to coordinate with Studio Teams at project closeout to recycle, restock, and manage project samples and image boards.
-Assists in seating changes for staffing needs, terminations, and new employees by assisting in tasks to ensure a clean, equitable workstation is maintained.
-Ensures the charrette spaces of the Studio remain clean including alerting the Studio if a shared asset needs attention.
-Ensures charette and focus spaces' marker boards are clean and stocked.
-Coordinates the purchasing of all charrette materials through the Office and Event Administrator.
-Implements on behalf of the Administrators, Accounting, Human Resources, and IT, ensuring that firm-wide direction, operations, and procedures are successfully implemented.
- Travel Arrangement Support
-Supports Office & Events Administrator in executing travel arrangements for events and projects, including registrations, hotels, air, car, and food stipends. Ensures usage of travel discount contracts with hotel and car rentals.
- Office event support as needed.
- Other Administrator support as needed including but not limited to reception coverage.
-Delivers exceptional service to our clients, visitors, and trade partners.
-Manages incoming phone calls using a multi-line phone system
-Maintains reception and all office public use area, including kitchen and kitchen equipment, clean and professional in appearance.
Other Requirements include the ability to:
- Maintain reliable transportation.
- Sit or stand for long periods of time.
- Exchange information in person, online, and on the phone.
- Frequently use a computer, mouse, and keyboard.
- Read, prepare, and proofread documents.
We may alter any or all of the above from time to time to further our desire to make you, the Firm, and our clients great.
Hollis + Miller is an Equal Opportunity Employer