Office Management Assistant - San Francisco, California

This position is part of the Administrative Support Team, and is responsible for participating in managing the operations of the San Francisco office of Architectural Energy Corporation and providing administrative support for all employees in that office. This includes a wide variety of tasks from the mundane (recycling, coffee-making) to the troubleshooting and technical (assistance with accounting, marketing and proposals, information management). The San Francisco Office Manager reports to the Principal and Associate Principal in the San Francisco office, and is on the Administrative Support Team, which is led by the Office Administrator in the Boulder (corporate) office.

Required Skills:

• Good computer skills, specifically in Microsoft Word, Excel, and Access.
• Basic knowledge of business operations, including accounting, timesheets, filing, and other organizational skills.
• Good communication skills, particularly phone skills. Must be able to appropriately and politely screen calls from regular clients, to prospective clients, to telephone solicitors.
• Good office equipment skills, including copier, fax, postage meter.

Required Attributes:

• Team player: communicates and works well with others, both within the SF office and with the Boulder / corporate office.
• Organized: able to file and retrieve information quickly and accurately.
• Savvy: understands the elements of office operations.
• Punctual: keeps scheduled hours, manages appointments and calendars for others as requested.
• Tidy: ability to keep personal work area organized and clean, as well as manage the appearance and tidiness of public areas.

Sample Tasks:

• Word-processing
• Approve, code, and send accounts payable to Boulder office
• Mail-merging in Microsoft Word
• Making travel arrangements for principals
• Inter-office mail and memo routing
• Management of public areas, including daily straightening
• Assist in preparing accounts receivable for all San Francisco projects
• Assist with answering insurance and other personnel benefits questions
• Foster completion of weekly timesheets by San Francisco employees
• Fulfillment of VisualDOE software orders
• Proofreading
• Phone answering, call screening, and voice mail transfers

Hours:

This is a full-time, 40 hour per week position.
Hours are 8:30 am - 5:30 pm, with one hour for lunch.