Administrative and Accounting Coordinator

JOB SUMMARY Fawley Bryant Architecture, a full-service architecture firm with offices in Sarasota and Bradenton, Florida, is seeking an Administrative Assistant. We are looking for a master multi-tasker with excellent communication skills and upbeat attitude. The ideal candidate will be able to assist leadership, accounting, and marketing in addition to providing a positive first impression to all visitors. They should be prepared and responsive, willing to meet each challenge directly. The successful candidate will be a key component to the team, allowing opportunities for future growth within Fawley Bryant.

ESSENTIAL JOB FUNCTIONS Responsibilities include but are not limited to:

General Administrative Support

• Greet and assist visitors
• Maintain polite and professional communication via phone, e-mail, and mail
• Screening phone calls and routing callers to the appropriate party
• Providing real-time scheduling support by booking appointments and preventing conflicts
• Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations
• Using computes to generate reports, transcribe minutes from meetings, create presentations and conduct research
• Anticipate the needs of others to ensure their seamless and positive experience
• Setting up meetings, assisting with food orders, typing of memo notes, setting up lunch and learns
• Conference Room Management (bookings, cleanliness, technology assistance)
• Shipping and Receiving (creating shipping labels, disbursement of incoming packages, etc.)
• Management of office and pantry supplies including maintaining proper inventory levels and ordering when necessary
• Maintaining cleanliness and organization of all common areas of the office as well as management of office assets (Phones, Printer, etc.)
• Office related errands (pantry, outsourced printed materials, holiday gifts, employee celebration items, etc.)
• Marketing support as needed-market research, community event research and sign ups, support of external and internal communications etc.
• Other duties as assigned.

Accounting Support

• Filing of project invoices/billing backup
• Creation of projects within project management/accounting software
• Credit card reconciliation
• Capturing the time of external resources in project management/accounting software
• Input of vendor bills in project management/accounting software
• Assist with check preparation
• Preparation and execution of AIA Contracts
• Other duties as assigned

REQUIRED SKILLS

• Ability to immediately implement and follow Company Core Values
• Proficient in Microsoft Office including Outlook, Excel, Word, and PowerPoint
• Excellent communication skills
• Ability to multi-task and prioritize workload
• Willingness to learn and grow

PREFERED SKILLS

• Knowledge in Adobe Creative Suite/Graphic Design
• Knowledge of WordPress
• Knowledge of AIA Contract Software

QUALIFICATIONS

• 3+ years in an office setting and/or customer service-related atmosphere
• Musta have own vehicle

DETAILS AND BENEFITS This Job is full-time and salary is commensurate with experience. Benefits include health insurance, 401k, PTO, and discretionary performance bonuses. Fawley Bryant Architecture is an Equal Opportunity Employer and participates in E-Verify.