Office Manager

  • Full Time
  • Bellevue, WA
  • Posted 1 month ago

Dahlin Group

DAHLIN is a diverse architecture and planning firm practice of 160+ multi-cultural professionals with offices in California and Washington. We offer more than 40 years of experience building communities where we live and work, driven by the vision of creating places that promote human fulfillment and well-being. This same Passion for Place® starts with our own working environment—a positive community where people thrive. Please visit our website (www.dahlingroup.com) to learn more.

We are currently seeking an OFFICE MANAGER to join the team in our BELLEVUE, WA office! Under minimal supervision, this administrative professional is primarily responsible for overall office management, supporting the Managing Director and technical staff with administrative assistance, and coordinating activities concerned with project administration in the areas of communication, documentation and standardization. A service-oriented professional with a friendly, flexible and positive attitude, the Office Manager gets along with a wide variety of personalities, and will nurture the relationships senior leadership and technical staff have with their clients and others by maintaining a personal, welcoming, yet professional approach. Able to do impeccable administrative work, the Office Manager provides consistency in the quality of project deliverables across sectors and geographic regions.  As a member of the Administrative Team, responsibilities include supporting overall administrative operations by collaborating with other administrative staff across the firm and contributing to a positive and productive work environment.

Interested? If so, please read through this entire posting and follow instructions to apply. Please note – your attention to this is an important part of how we evaluate our candidates.
ESSENTIAL DUTIES AND RESPONSIBILITIES:

Executive-Level / Project Management Support:

Work closely and effectively with Managing Director and project managers to keep them well informed of upcoming commitments and responsibilities, following up appropriately
Provide administrative support to Managing Director, project teams and staff, proactively anticipating needs and ensuring completion of tasks. These duties include, but are not limited to, preparation of reports and documents, travel arrangements, scheduling of events and meetings, and full cycle expense report reimbursements, all done in a timely manner with attention to detail and accuracy
Promote the corporate image by professionally representing the senior leadership/executives internally & externally
Create, proof and edit complex documents, proposals, presentations, and spreadsheets in a timely manner with attention to detail and accuracy
Manage project correspondence; provide support to Project Managers with construction administration to ensure submittals, RFIs (log, route for review, stamp, return to general contractor, etc.), PRs, ASIs, Change Orders and contract completion documents are recorded and documented properly for project team members’ review.
Assist Managing Director and Project Managers with tracking project schedules, budgets and billing.
Prepare for, and participate in, project and operational reporting meetings.
General Office Management

Onsite reception and administrative support for all staff; M-F 8:00am – 5:00pm
Professionally and pleasantly greet staff, clients, guests, all mail/supply delivery personnel, vendors and solicitors.
Process incoming and outgoing mail daily, including overnight document/packages
Organize office meetings, conference calls and events; prepare agendas, make copies, set up rooms, order/pick up/layout refreshments
Keep supplies stocked for employees by tracking inventory and ordering office/kitchen supplies as needed
Primary contact for leased property questions and issues, including maintenance and repair work
Maintain office records  and files, ensuring the professional appearance and safety of office
Regularly coordinate with HR Team in Northern California headquarters for all HR matters; including facilitating interviews, orientation, and staff reviews as directed by HR
Coordinate with IT, Accounting, & Marketing Teams
Work on assignments that are complex in nature and require considerable judgment, initiative, and technical/specialized knowledge to resolve problems and/or develop recommended solutions
Work under general guidance with minimal supervision, independently planning own work; may determine methods and procedures for new assignments.
Provide back-up support to other administrative team members as necessary
KNOWLEDGE, SKILLS, & ABILITIES

Professional demeanor, service oriented with a friendly, flexible and positive attitude
Advanced skills in Microsoft Office (MS Outlook, Word, Excel, PowerPoint)
Proven punctuality and reliable attendance
Excellent written and verbal communication skills required
Excellent leadership and interpersonal skills, including the ability to establish and maintain effective working relationships with others and communicate effectively with individuals at all levels
Strong organizational skills and attention to detail; ability to manage a task from start to finish
Initiative in communications and problem solving
Sound work ethics and the highest level of integrity; ability to handle highly confidential matters with discretion
Experience in operating and maintaining office equipment
Knowledge of contract management preferred
MINIMUM EXPERIENCE, EDUCATION, CERTIFICATIONS:

B.A. degree and 5 or more years relevant experience, or equivalent combination of education and work experience
Prior experience supporting executives of a mid to large sized company
Work in a creative or professional services environment supporting multiple leaders
Experience working with an Architecture or Engineering firm a plus
We offer a competitive compensation package based on experience and qualifications. Excellent benefits include medical, dental, and vision coverage. We also offer the opportunity to participate in pre-tax Flexible Spending plans for medical, childcare, and commuter expenses, Employee Stock Ownership Plan, and 401k.

 

How to Apply:

Please include a cover letter with your resume  (PDF or Word/5MB max) that tells us why you are our ideal candidate and why you want to our work for our firm. Inquiries that do not follow these instructions may not be considered.

One last note. . .

Real people review every application, so we regret that due to the large volume of inquiries, we are unable to accept phone calls regarding the status of applications. We’ll be sure to contact you if we need more information. Apply now!

DAHLIN is committed to welcoming and supporting a diverse community of professionals. As such, women and people of color are especially encouraged to apply. DAHLIN is an Equal Opportunity Employer and participates in E-Verify.

In response to COVID-19, DAHLIN follows all COVID-19 mandates, including health screenings, vaccinations, and masking indoors as required.

We do not accept resumes from recruiters, placement agencies, or other staffing vendors who have not signed an agreement with us. Unsolicited resumes will be ineligible for referral fees.

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