General

The Studio Assistant is a member of the Design Studio consisting of the Studio Leader, and design staff. The Studio Assistant provides occasional administrative support to Principals corporate staff, and ongoing administrative support to their assigned studio in areas of construction phase document processing, correspondence, contracts, and other business document production and processing, communications, filing, and scheduling. Each Studio Assistant is assigned to a studio on a continuing basis. The Studio Assistant may be temporarily assigned to assist any department of the firm including other Architectural, Interiors, and Planning studios, Technical Services, Architectural Services, Finance, Human Resources, Legal, Marketing, and Reception.

Primary Duties and Responsibilities

Office Management

• Facilitate archiving of project data and files upon completion of a project or project phase Maintain various calendars for studio, schedule meetings and conference calls, and assist staff in resolving scheduling conflicts
• Process and distribute incoming/outgoing mail, packages, or deliveries Maintain and update contacts in Outlook, Newforma, and Cosential
• Maintain knowledge of project directories. Correctly prepare and effectively maintain project-filing system, including project documents, submittals, and computer-generated files
• Monitor stocked office supplies for studio and order new supplies to replenish depleted stock
• Maintain studio snack and office supplies.
• Maintain studio copiers/printers, fill paper trays, and replace toner cartridges. Coordinate required technical maintenance or repairs
• Assist Studio in updating weekly staffing projections
• Reception duties will include greeting incoming clients/guests, and providing meeting set-up, in addition to answering phone
• Coordinate technology needs with SCB’s IT group.
• Leads initiatives with the studio to maintain the aesthetics of the office including the coordination of project artwork on the walls.
• Maintains the organization and tidiness of the materials library and facilitates materials with the design teams.

Event & Communication

• Facilitate lunch and learns
• Maintain studio culture with coordination of office events

Project Support

• Assist Project Managers in putting together contracts, consultant requests for proposal (RFP’s), and preparing design service proposals (DSP’s) to prospective clients
• Log and process construction phase documents in Newforma and Procore, including shop drawings and other submittals, contractor requests for information (RFI’s), and closeout documents
• Assist Design Staff in preparing and distributing memos, reports, and other correspondence

Qualifications, Essential Skills/Attributes

• Associates Degree in related field
• Minimum 2 years’ related experience
• Excellent grammar, verbal, written communications, and organizational skills
• Expertise in Microsoft Word, Excel, and Outlook, and with other business-related software such as Bluebeam, Newforma, and Teams
• High Energy, personable and interested in growing a career with a growing design firm.