Architectural Administrative Assistant

We are looking for a reliable Architectural Administrative Assistant to join our team. You will support our architects and project managers by handling daily office operations and tracking project paperwork. Your work helps our design team stay on schedule and keeps the office running smoothly. Responsibilities include but are not limited to: Administrative Support: Answer phone calls, greet visitors, manage mail, and schedule appointments. Document Control: Organize and maintain physical and digital project files, contracts, and blueprints. Project Coordination: Help track project timelines, prepare meeting rooms, take meeting minutes, and coordinate logistics for client presentations. Communication: Act as a bridge between the firm, clients, vendors, and general contractors. Office Management: Order office supplies, maintain office equipment, and assist with basic billing or reportsEffective communication with clients and government institutions. Interpreting technical documents accurately. Proposing solutions to challenges encountered during the approval process. Expediting processes according to the Department of Buildings guidelines. Soft Skills Required: Professionalism: Professional attitude and ethical behavior. Communication: Solid written and verbal communication skills. Proactiveness. Multitasking skills: Comfortable with quickly switching gears and focus, moving from different tasks seamlessly. Analytical skills: Ability to use a solid analytical approach to solve complex issues. Organization skills and attention to detail: Ability to self-organize given activities and keep a thorough record of tasks, pointers and process updates. Risk identification: Ability to identify pain points, bottlenecks, scope creeps and process improvement opportunities. Prioritization skills: Ability to identify, establish and assign priorities. Compliance: Ability to comply when necessary; following orders or specific instructions if needed. Reliability: Ability to follow up and see tasks through to completion by committing to the project they’re involved in. Desirable knowledge & skills: Advanced English Knowledge: upper intermediate, advanced or proficient Strong and verifiable engineering/architectural background and experience Knowledge in Software tools: such as AutoCAD and/or Revit. Familiarity with relevant regulations and codes in the US. Main Tools to Manage During Work Relation: Google Suite: Google Drive, Corporate Gmail, Docs, Sheets. Microsoft Office: Word, Excel. Discord: Categories and Channels. Hubstaff: Web App, Desktop App and Hubstaff Tasks. Whatsapp: Whatsapp Groups. Zoom: Meetings and Breakout rooms. Benefits: Competitive pay in US Dollars Paid extra hours Time-off flexibility 100% remote work Opportunity to grow International experience