Administrator

Neubauer Ennis Architects is seeking an experienced administrative professional. Neubauer Ennis Architects was founded by Jill Neubauer and is celebrating its 30^th year.

The Administrator serves as the “hub” of the office, providing a steady presence of administrative support for our clients, projects, and design staff. Duties vary from day to day amid shifting priorities and include general administrative support, answering phones, managing paper and electronic files, maintaining office supplies, running errands, serving as liaison to IT support company, coordinating events and performance reviews, assisting with project set-up and close-out, and management of the property/facility.

The Administrator reports directly to the Principal Architect. It is a full-time, on-site position.

Pay and Benefits

We recognize the value of strong administrative staff and offer a competitive salary. All full‐time employees are eligible for the Blue Cross Blue Shield health insurance plan (firm pays 65% of the premiums), annual contributions by the firm to the 401(k) plan after 1 year of employment, holidays and paid time off, disability insurance, life insurance, and a matching gift policy (for charitable giving). All staff have an annual performance/salary review in addition to quarterly check‐ins and bonuses.

About the Firm

Neubauer Ennis Architects is an 8-10 person residential architecture firm with offices in Falmouth and Duxbury. We are an office with personality and heart, working together in a historic barn that serves as our open studio and sits within walking distance of Falmouth’s Main Street shops and restaurants, the bus station, the Shining Sea Bikeway, Beebe Woods, Highfield Hall, and the Steamship Authority buses to Woods Hole. We create new homes as well as historically sensitive renovations. We are committed to sustainable design, materials, and business practices, and our office culture supports the balance of work and family/life in a dog-friendly environment.

Neubauer Ennis has received many industry awards and has been widely published including New England Home, Boston Home, Boston Design Guide, Cape Cod Magazine, Residential Design, At Home on Cape Cod, and Ocean Home. JNA was named “Best Coastal Architect” by Boston Home in 2021. Jill recently hosted an episode of Homeworthy.

About the Position

Areas of Responsibility

General Office Management

·        Maintain administrative task list amid shifting priorities.

·        Meet weekly with Principal to review priorities, needs, and questions.

·        Maintain phone and voicemail system.

·        Oversee paper and electronic filing.

·        Schedule, monitor, communicate, set‐up, and break‐down professional development events.

·        Maintain records of professional development, architect licensure, professional memberships, and community event attendance.

·        Support hiring process under direction of Principal (post job ads, track applicants, conduct new employee orientation, etc.).

·        Support performance review process under direction of Founding Principal and Principal.

·        Create and maintain standard office forms and templates.

·        Plan and coordinate staff outings and events (birthdays, etc.) and keep Founding Principal and Principal apprised of upcoming dates.

·        Track gifts given and received (clients, builders, employees, etc.).

·        Maintain health and safety protocols and records.

·        Provide support to marketing function as needed.

·        Provide additional administrative support as required.

·        Provide personal assistance to Founding Principal as required to free up time for client work.

Information Technology

·        Provide basic tech support to staff.

·        Submit support requests to IT support company and monitor status.

·        Serve as liaison to IT support company, approve invoices for payment, and address any issues with service provided.

·        Identify new computer needs, place orders, coordinate installation, etc.

·        Maintain spreadsheet of IT equipment allocation among employees.

·        Manage internet service and address service issues.

·        Manage conference call accounts, including Zoom.

·        Update Quick Reference Guide with printer codes and key contact information.

·        Assist Founding Principal with calendaring and email needs.

Occasional Project Support

·        Scan, copy, email, print, file project documents upon request.

·        Prepare specifications, cost estimates, agendas, meeting minutes, etc.

·        Create and issue contracts for new clients, consultants, and builders.

·        Set up new client folder tree on server, flat file, and project binders.

·        Archive projects.

·        Provide meeting and project deadlines support.

·        Support project planning/forecasting/coordination as requested.

·        Deliver project plans and other materials locally.

·        Assist with photoshoots.

·        Enter weekly timesheet for Founding Principal and contract employees.

·        Assist Founding Principal in monitoring client emails to ensure timely replies.

·        Perform additional “Executive Assistant” duties that support clients/projects.

Occasional Interiors Support

·        Assist with maintenance of the materials library.

·        Assist with maintenance of the electronic interiors image bank.

·        Assist with intake/receipt of product/materials samples.

·        Assist with shipping samples to clients.

·        Assist with sample returns to vendors.

·        Assist with picking up samples and orders locally.

·        Assist with product/materials research.

·        Assist with various schedules (electrical, appliances, plumbing).

·        Assist in creating paint samples.

·        Assist with interiors installations.

Position Requirements

·        4 years administrative/office experience required.

·        Undergraduate degree strongly preferred.

·        Strong verbal and written communication skills.

·        Top-notch organizational skills.

·        Solid computer and typing skills, including high proficiency in Office 365.

·        Attention to detail.

·        Ability to take ownership of tasks and exercise proactive follow-through.

·        Sensitivity to confidential matters.

·        Positive demeanor.

·        Creative problem-solving.

·        Flexibility.

·        Experience working in a professional services firm preferred.

·        Ability to occasionally carry up to 40 pounds.

·        Ability to climb stairs several times each day.

How To Apply

Please email a PDF of your resume and a cover letter that articulates your specific interest and qualifications for this position to studio@neubauerennis.com. (Applications not directly submitted via email will not be considered.) All applications will be acknowledged. There is no application deadline; we will hire for the position upon finding the right mutual fit.

Neubauer Ennis Architects is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

No phone calls or drop-in visits, please.