Office Manager

Great design comes from team involvement. This job is a unique blend of largely Office Management with and multi departmental assistance. The ideal candidate will be polished and professional and have two or more years of experience as an Administrative Assistant and/or Office Manager with experience or interest in the field of landscape design.

This role will provide vital administrative support to the office through top-notch calendar coordination, client relations, employee relations, superior software skills, and the ability to anticipate/understand the Office’s needs. The role will also have the unique opportunity to support L3 Design’s efforts in marketing, communications, and business development strategies by working closely with the L3 Leadership team.

Office:

· Manage day-to-day operations and appearance of the office; order and organize supplies and technology, office equipment and servicing.

· Answer phones and take thorough messages.

· Provide administrative support to office staff; manage miscellaneous tasks as requested or designated by the staff.

Financial:

· Enter checks to be deposited daily - mail opened by Office Assistant.

· Enter all bills and credit card receipts to be paid into QuickBooks.

· Oversee A/R and coordinate w/ assistant on payment collection plan.

· Monthly invoicing.

· Work closely with the sales team & accounting department.

· Monitor expired/soon-to-be-expired credit cards.

· Monitor failed credit card invoice charges.

Calendar and time management:

· Ensure that L3 Design’s Principals and Project Managers are on time and prepared for meetings, consistently review the calendar for changes, continually monitor and handle scheduling conflicts.

· Manage travel arrangements, UPS deliveries and other shipping needs.

· Coordinate w/ Irrigation Manager repairs schedule.

· Coordinate on- and off-site meetings, oversee meeting set-up and clean-up, support meetings as needed, and stay informed on current projects and industry events.

· Create and coordinate professional and social office events with vendors and staff.

· Maintain confidentiality of the principals’ and overall team’s correspondence, files, appointments, etc.

· Handle annual license plate renewals.

· Handle all business insurance needs.

· New project set up, including paper filing systems, server filing systems and billing systems. Convert clients to email. Entering client contracts into CRM system.

· Research local jurisdiction codes and permitting; assist Project Managers in preparing and submitting permit applications.

· Provide direct support for business development and marketing including the preparation of RFPs (Request For Proposal) and RFQs. (Request For Quotation)

· Coordinate with the marketing team on print advertisements, award submissions and website updates.

· Coordinate with clients and marketing lead on photo / video shoots for finished projects.

· Assist in the development and posting of the firm’s social media posts and assist in management of all social media accounts.

· Other responsibilities may include but are not limited to;

· Deliver supplies, paperwork, etc. to site if needed.

· Ordering, picking up and stocking of office and related supplies.

· Ordering and picking up project plans, etc.

· Research project-related issues and best practices, and maintaining a working library of these practices.

· Work closely with the project leads, contractors and clients throughout the design and construction process.

Required Skills:

· Highschool Diploma

· Minimum two years of experience as an Office Assistant

· Excellent written and verbal communication skills

· Strong proficiency with Microsoft Office Suite.

· Excellent computer skills and ability to operate general office equipment.

· Ability to update and manage busy calendars, the general office email address and a multi-line phone system.

· Demonstrate initiative and planning; capable of anticipating the office’s needs and staying “two steps ahead.”

· Experience managing multiple social media accounts (Instagram, LinkedIn, Facebook)

· Excellent customer service and interpersonal skills.

· Experience managing job hire postings and scheduling interviews.

· Ability to assist with creative processes for business development initiatives.

· Professional appearance and calm demeanor; capable of consistently maintaining a high level of composure, confidentiality, and job focus.

· Excellent problem-solving, prioritizing, organizational, and time management skills.

· Excellent ability to multitask, work independently, and prioritize daily workload, to-do lists, etc.

Additional Prefered Skills:
· Bilingual, English/Spanish, both spoken and written.

· An interest or experience in graphic design coupled with experience preparing internal and external marketing/advertising deliverables.

· Experience in Aspire field service software.

Job Types: Full-time, Part-time

Pay: $17.00 - $21.00 per hour

Expected hours: 30 – 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• Houston, TX 77043: Relocate before starting work (Required)

Work Location: In person

Salary : $17 - $21