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Office Admin Job

Office Administrator

Full Time
Location: Phoenix, AZ

Position: Office Administrator
Reports to: VP of Operations – Phoenix
Dept: Engineering

Summary: BIM Designs, Inc is seeking an Office Administrator to help with office and project support.

General Responsibilities will include, but are not limited to:

  • Communicates with relevant agencies to produce travel itineraries for business directors and employee events
  • Arranges meetings by scheduling appropriate meeting times, booking rooms, and planning refreshments
  • Manages correspondence by answering emails and sorting mail
  • Assists in planning and arranging events, including organizing catering
  • Handles expenses and billing cycles
  • Manages reception area and looks after visitors
  • Answers phone calls and transfers them as necessary
  • Drafts, formats, and prints relevant documents
  • Maintains stock lists and orders office supplies as needed
  • Manages staff expense requests
  • Interacts with directors and carries out their requests
  • Creates agendas and takes meeting notes
  • Assists in purchase orders and invoicing
  • Maintains accurate records for employee holiday requests
  • Manages outgoing post and records data on special deliveries
  • Photocopies and files appropriate documents as needed
  • Attends workshops and conferences when requested

Project Support: (No prior experience required for the following items, on the job training will be provided)

  • Document Control
    • Downloading, file management, and uploading all construction documents related to each project
    • Notify project teams of new drawings to be reviewed and what the stipulations for impact may be for each transition
    • Develop and maintain contract drawing logs, BD drawing logs, submittal logs, RFI logs, and other logs required for each project
    • Posting finished products to client platforms and notifying client contacts of the same

BIM Designs, Inc. knows that our employees and our customers are our largest asset. We see you as a lifelong employee and will work with you in every way possible to grow your talents. BIM Designs, Inc. will encourage and pay for any professional development and training desired or needed, as approved and budgeted by your direct manager. This will include our ongoing in-house training as well as outside training and continued education.