Administrative Assistant

Description

ACS is a fast growing multi-office Architectural firm, looking to hire a Part Time Administrative Assistant for its Newport Beach, CA office.

4 Reasons to choose ACS:

• We go beyond the others! In addition to a competitive salary we offer, 100% employer paid medical/dental/vision benefits, flexible hours, company-sponsored social events, an educational assistance program, and 3% contributions to your retirement plan.
• We empower team members to work collaboratively and with our clients. We acknowledge and reward the outstanding work and talent they bring.
• Broaden your experience, sharpen your skillset – even transition into a different role. We offer many pathways for career growth, learning, and development.
• We are the company behind the brands you love! ACS has exceptional clients with projects to keep you excited, motivated, and challenged.

Responsibilities:

• Maintain inventory of office supplies, coffee supplies, water supplies.
• Renew ACS Licenses with cities and counties, resale license, or ensure it is completed.
• Obtain and update ACS Company Licenses (COA) with SOS and selective states require firm registration. Maintain status on existing excel document.
• Maintain Architectural Stamps (Confirm stamps are up to date- destroy expired stamps)
• Check INCORP Status. Maintain states that still require a state agent. Move remaining states from CT Corp to INCORP. Submit Form to notify SOS a change in registered agent.
• Provide President the monthly state files he has to renew monthly- Confirm Individual stamp isn’t expired. Order new ones when appropriate.
• Keep track of office birthdays, anniversaries, promotions to celebrate milestone- Coordinate office events- Attend Social Engagement Meetings.
• Maintain Printers (Confirm there’s enough supply/ Fix when not working).
• Liaison between Leasing office and ACS staff, for maintenance items in office.
• New office hire- coordinate: Start Date, Laptop, Sanitize & Clear previous used desk or new desk, prep desk with office supply- headset/mousepad/pen holder/monitor stands if needed.
• Monthly BCS Meetings- stay updated on issues &  new software updates.
• Maintain ARC Computer, for plotter work.
• Maintain Houndstooth Computer for e-signing architectural projects.
• Maintain UPS computer for UPS worldwide ship to work.
• Maintain the Pitney Bowes machine. 
• Manage D&S Alarm, for office alarm. Train Employees to lock up properly.
• File contracts for clients, vendors, insurance certificates, consultant certificates.
• Assist with office travel and social functions.
• Assist President with special projects, reporting, and other administrative duties.
• Assist President with equipment furniture purchases including office purchases and leases. 

Requirements

Qualifications:

To succeed in this position, you must meet the following criteria:

• Experience with computer programs including Microsoft Excel and Word
• Possess good written communication skills in English