Operations & Marketing Administrative Coordinator

Company Description:

MartinRiley architects▪engineers is a full-service architecture and engineering firm founded in 1986. For 40 years, we have provided thoughtful & practical design solutions for public and private sector clients across the county. Our multi-disciplinary team provides architecture, interior design, structural engineering, MEP engineering, civil engineering, & building envelope services. Our experience spans a diverse range of project types, including municipal & civic facilities, public safety, K-12 & higher education, industrial, multi-family & affordable housing, historic preservation, adaptive reuse, parks & recreation, aviation, & transportation.

Role Description:

The Operations and Marketing Administrative Coordinator is responsible for the all-important initial impression of Martin Riley, Inc. by clients, salespeople, business associates and others. She/he is the official greeter both on the telephone and in the office.  

They are responsible for the vital correspondence files. In her/his capacity of Operations and Marketing Administrative Coordinator she/he works with all management personnel from the Partners, Operations Manager, Administration & Accounting Department Manager (to whom she reports), Architects, all Project Managers, Engineers and CAD Technicians, the Operations and Marketing Administrative Coordinator and with other employees needing correspondence, forms created/completed or any other assistance.  .

Responsibilities:

Answer all incoming telephone calls to maintain consistency and accuracy with the routing of calls.Be proficient in Microsoft Word, Excel, Sharepoint and Outlook with working knowledge of publishing software.Willing to learn other software - Access, Adobe, Adobe InDesign, GanttPro, AIA and BluebeamMaintain knowledge of all company policies and procedures through her/his responsibility as the Corporate Policies and Procedures Manual Coordinator.Consistently presents a cheerful, pleasing disposition and professional appearance to guests, clients, management and employees.Develops and implements improved operating policies, procedures and systems for the office with approval of her/his supervisor.Maintains free exchange of non-confidential information throughout the company, answering questions relating to policies and other areas that are forthcoming from management and employees.Maintains knowledge of the location of all personnel during working hours.Keeps the Administration & Accounting Department Manager informed of her/his activities on a need-to-know basis. Informs her/him of conflicts of her/his time caused by workloads imposed by other managers and asks for resolution. Ensuring that relations between her/him and other functions are handled through the chain of command as outlined in the company’s organization chart. Performs general office filing including plans, and all correspondence. Performs data processing as required.Production Support:a. Record, produce and distribute meeting minutes

b. Prepare Agency approval applications

c. Assemble reports

d. Prepare customized database functions for office efficiency

e. Perform special projects as directed

Marketing Support: a. Assist with proposal formatting

b. Maintain resumes and project profiles

c. Update CRM information in Vantagepoint

d. Assist with social media scheduling and content posting

e. Assist with award submissions

f. Support interview preparation and presentation materials

g. Maintain proposal archives and templates

h. Update Monday Morning Slides

Project Support a. Submittal logging and tracking

b. Procore support and documentation management

c. AIA document creation

d. Consultant contact management

Enter data accurately into various computer programs producing word processing spreadsheets, database, accounting and other output documents as requested.Provide administrative support for all Partners of the firm in anyway requested and/or required.Retain the directives of repetitive duties so as not to require retraining.Performs notification of various courier services for pickup and delivery according to established schedules and processes outgoing mail daily as scheduled.Maintains all office supplies, procuring monthly. Takes inventory and creates a purchase order for approval by the Administration & Accounting Department Manager. Maintains the supply area in a neat and orderly manner.Schedules vendor box lunches and/or product information sessions.Scheduling North and South Conference Rooms, trained to setup video conferences and conference calls, slide presentations.Performance Criteria:

Her/his performance in coordinating all office service activities with her/his supervisor and the other departments of the company.Her/his ability to schedule her/his working hours to handle the varying workload as well as the specifically assigned daily tasks with completion scheduled for specific times.Assessed on his/her ability to accurately and in a timely fashion, relieve the production staff of clerical functions.Her/his ability/proficiency to enter data into the office computer system and various software in an accurate and logical manner producing company letters with a professional appearance and other information reports that are accurate, timely and logical.Her/his ability to represent the company on the telephone and receive business guests in a manner and appearance that is conducive to good business practices.Subjectively, by the rapport exhibited by herself/himself and outside salespersons, visitors and the company’s clients. Also considered is her/his cordiality of relationship with the other Martin Riley, Inc. department’s personnel.Adherence to Company philosophy, standards and procedures.