Marmon Mok, a leading Texas architectural practice located in San Antonio, will be expanding our administrative team and seeks a talented individual with demonstrated experience.  Please submit resume to – Melissa Pinilla – pinilla@marmonmok.com.

Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports partners, project managers, and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field’s concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Typically reports to Business Manager.

Responsibilities:

  • Schedule meetings and prepare conference rooms; coordinate & set up/take down CEU lunch presentations
  • Maintain contact lists via Cosential and Outlook
  • Produce and distribute correspondence memos, letters, and forms
  • Maintain a network filing system for projects
  • Book travel arrangements as needed
  • Provide general support to visitors
  • Provide information by answering questions and requests
  • Transcribe dictation
  • Handle multiple projects
  • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
  • Contribute to team effort by accomplishing related results as needed
  • Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Write letters and emails on behalf of other office staff
  • Book conference calls, rooms, couriers
  • Handle sensitive information in a confidential manner
  • Take accurate minutes of meetings
  • Coordinate office procedures
  • Reply to email, phone or face to face inquiries
  • Develop and update administrative systems to make them more efficient
  • Resolve administrative problems
  • Receive, sort and distribute the mail
  • Assist visitors to the office
  • Photocopy and print out documents on behalf of other colleagues
  • Assist with Purchase Orders and making order to reprographics companies
  • Various tasks given from any department as needed

Requirements:

  • Proven admin or assistant experience
  • Knowledge of office systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office
  • At least 2-3 years working in an Administrative capacity – previous work in the AEC industry a strong plus
  • High school diploma or equivalent

Administrative Assistant Top Skills and Proficiencies:

Reporting Skills | Administrative Writing Skills | Microsoft Office Skills | Analysis | Professionalism | Team Player | Problem Solving | Verbal Communication | Office Administrative Procedures  | Typing Skills | Attention to Detail | Accuracy | Multi-Task | Telephone Skills | Teamwork | Discretion and Judgement | Patience

Comprehensive benefit package available.

Marmon Mok is an Equal Opportunity Employer.