Job Description

tBP/Architecture is seeking a dedicated and detail-oriented Administrative Assistant to join our full-service architectural practice that specializes in facilities planning and design for educational and public sector facilities across California. Since our establishment in 1952, we have remained committed to crafting quality designs that enhance student success through thoughtful, innovative architecture. With a strong emphasis on K-12, college, and university facilities, 95% of our work focuses on K-14 educational projects. Our collaborations with over 44 California Community College Districts and more than 60 School Districts have resulted in the successful completion of over 2,000 major projects, ranging from new constructions to renovations and facilities planning. As an Administrative Assistant at tBP/Architecture, you will play a key role in supporting our team by managing administrative tasks, ensuring smooth operations, and contributing to the overall efficiency of our firm. We are looking for a proactive individual who is passionate about educational architecture and eager to support projects that shape the learning environments of students throughout California.

Responsibilities

• Front desk reception.
• Interface with internal company and external client personnel via telephone, email, and in person.
• Process daily incoming and outgoing mail and shipments.
• Prepare routine correspondence, contracts, envelopes, labels, and memoranda as requested.
• Organizes office operations to ensure policies and standard operating procedures are being followed.
• Manage calendars and coordinate internal and external meetings, conference calls, video conferencing, etc.
• Organize Lunch and Learns/CEUs and other educational seminars for staff.
• General office management (supply ordering, printer maintenance, resolving IT issues etc.)
• Light housekeeping duties, including but not limited to re-stocking coffee, disinfecting common areas, and cleaning up after meetings.
• Assist marketing department with printing and binding of proposals, as needed.
• Assist accounting department with data entry and billing processes as required.
• Assist with HR processes such as employee onboarding, coordinating performance reviews, scheduling trainings, etc.
• Assist with other related duties as required.

Requirements

• 1 year+ administrative experience required.
• Excellent writing, communication, and organization skills.
• Experience working in the design or A/E/C field is preferred, but not required.
• Experience with the following software: Outlook, Word, Excel, Microsoft Teams, and Adobe Acrobat or Bluebeam.
• Experience with AIA contract document software is a plus.
• AA or Bachelor’s Degree preferred.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Training & Development
• Work From Home

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