Responsible for this design and development firm's administrative activities - coordination and supervision to ensure the smooth-running of multiple, fast-paced offices. Serve as company "ambassador," meeting with visitors/guests and providing first-line communication with phone calls for President.Implement policies and procedures for the production of documents, workflow, filing, ordering supplies and records maintenance/protection.Draft electronic and hard copy correspondence and memoranda. Make detailed travel arrangements (domestic/international) and provide calendar management.Obtain competitive bids for and order customized collateral materials.Order and maintain inventory of office furniture.Order and manage office equipment and company-issued equipment, e.g., desk and cell phones and other peripherals.Maintain vendor relationships and annual service agreements/contracts.Schedule office maintenance and repair work, ensuring completion.Organize workspace assignment/layout and storage.Maintain project files and shop drawings.Issue change orders and waiver requests.Maintain Subcontractor files, including insurance updates.Assist in Construction Draw submittals.Review, code and approve invoices; enter all construction- and Optima-related invoices of Optima vendors into general ledger.Cut and match checks from approved/open invoices lists.Assist with the recruitment of new administrative staff.Coordinate with the HR Administrator and Director of IT the office and network set-up for new staff.Schedule and coordinate Lunch & Learn presentations.Oversee administrative staffing and evaluate performance on an annual basis.Monitor workload of administrative staff.Liaison between all out-of-state remote offices.

Provided support and organization for the Principal, the Director of Operations and the Vice President of Business Development.Generated and gathered appropriate materials for the production of marketing materials, such as proposals, qualifications and presentations.Worked with designated group leaders and project managers to develop and create schedules and organization charts to include in marketing materials.Maintained and updated company's database.Organized and coordinated the resource library.Scheduled and met with industry representatives.

Assisted the Construction Department with secretarial support.Assisted the Accounting Department with data entry and secretarial support.Assisted the Marketing Department with the production of proposals.Provided Receptionist vacation coverage.