Jul 20
0

Office Manager

By |

Huckabee is one of the fastest growing A/E firms in the nation and one of the top educational design firms. We are a mission-driven company that is dedicated to the success of all students. What we do matters, which is why we look for people who share our passion for changing the world through design and who want to create an impact of excellence on education. If you are ready to join our movement, reach out!

We are currently seeking an experienced Office Manager to support the Houston Office. The successful candidate will support the Office Director while managing administrative responsibilities, facility operations, and will uphold Huckabee culture by greeting guest in a professional, friendly, and hospitable manner.

RESPONSIBILITIES

  • Open and close office, and welcome visitors upon arrival
  • Answer, screen, and act upon phone calls as appropriate
  • Serve as a partner to Office Directors, ensuring high-quality office service support for all Houston Office employees whether remote or in-person
  • Maintain a clean and visually appealing office environment and conduct janitorial spot checks daily
  • Provide project-based support for employees including: scheduling continuing education presentations, formatting specifications, large format printing/scanning, creating spreadsheets, writing meeting minutes or agendas and regulatory assistance
  • Handle general employee communications around facilities procedures, cultural events and office updates. Help to plan and execute cultural initiatives and activities for team
  • Work alongside Human Resources and IT to assist with onboarding process for new employees, helping to facilitate trainings, meetings and coordinate paperwork
  • Act as office liaison to building management company and point of contact for office administrative and facility related issues
  • Coordinate office security, emergency procedure training, and designate floor wardens
  • Maintain coffee machines and service areas
  • Prepare, setup/breakdown, and clean before and after office lunches, meetings, and event
  • Responsible for shipping, receiving and distribution of mail and packages
  • Other administrative tasks as assigned

 

REQUIREMENTS

  • Minimum of two years of college or business school
  • 5+ years of administrative assistant experience in a professional services environment
  • Advanced MSOffice skills required and knowledge of general administrative protocols
  • Bluebeam experience preferred
  • Excellent customer service and phone etiquette
  • Ability to work independently as well as collaboratively in a team environment
  • Exhibit a can-do attitude and remain positive under pressure
  • Professional appearance
Jun 29
0

Office Manager

By |

Huckabee is one of the fastest growing A/E firms in the nation and one of the top educational design firms. We are a mission-driven company that is dedicated to the success of all students. What we do matters, which is why we look for people who share our passion for changing the world through design and who want to create an impact of excellence on education. If you are ready to join our movement, reach out!

We are currently seeking an experienced Office Manager to support the San Antonio Office. The successful candidate will support the Office Director while managing administrative responsibilities, facility operations, and will uphold Huckabee culture by greeting guest in a professional, friendly, and hospitable manner.

RESPONSIBILITIES

  • Open and close office, and welcome visitors upon arrival
  • Answer, screen, and act upon phone calls as appropriate
  • Serve as a partner to Office Directors, ensuring high-quality office service support for all San Antonio Office employees whether remote or in-person
  • Maintain a clean and visually appealing office environment and conduct janitorial spot checks daily
  • Provide project-based support for employees including: scheduling continuing education presentations, formatting specifications, large format printing/scanning, creating spreadsheets, writing meeting minutes or agendas and regulatory assistance
  • Handle general employee communications around facilities procedures, cultural events and office updates. Help to plan and execute cultural initiatives and activities for team
  • Work alongside Human Resources and IT to assist with onboarding process for new employees, helping to facilitate trainings, meetings and coordinate paperwork
  • Act as office liaison to building management company and point of contact for office administrative and facility related issues
  • Coordinate office security, emergency procedure training, and designate floor wardens
  • Maintain coffee machines and service areas
  • Prepare, setup/breakdown, and clean before and after office lunches, meetings, and events
  • Responsible for shipping, receiving and distribution of mail and packages
  • Other administrative tasks as assigned

 

REQUIREMENTS

  • Minimum of two years of college or business school
  • 5+ years of administrative assistant experience in a professional services environment
  • Advanced MSOffice skills required and knowledge of general administrative protocols
  • Bluebeam experience preferred
  • Excellent customer service and phone etiquette
  • Ability to work independently as well as collaboratively in a team environment
  • Exhibit a can-do attitude and remain positive under pressure
  • Professional appearance
Jun 07
0

Administrative Services Support

By |

Huckabee is one of the fastest growing A/E firms in the nation and one of the top educational design firms. We are a mission-driven company that is dedicated to the success of all students. What we do matters, which is why we look for people who share our passion for changing the world through design and who want to create an impact of excellence on education. If you are ready to join our movement, reach out!

Huckabee is seeking applicants for an Administrative Services Support member to join our team. The position will provide administrative support to all employees and departments of the firm. This position requires a strong sense of urgency, focused attention to detail and the ability to meet strict deadlines in a fast-paced environment.

 

RESPONSIBILITIES

  • Discretely handle sensitive, confidential company, client and consultant information
  • Compose, coordinate the review of, and process Owner/Architect Agreements and AIA documents
  • Prepare and update Consultant records for Master Service Agreements and Certificates of Insurance
  • Coordinate with Finance and Vice President of Engineering to process and facilitate execution of Consultant Proposals/Agreements
  • Maintain the Geotech/SITA consultant database and facilitate Geotech/SITA RFQ process
  • Coordinate with project teams to develop project specification manuals
  • Provide additional project-based support for employees including but not limited to: large format printing and scanning of documents, scheduling meetings, creating spreadsheets from project data, writing meeting minutes or agendas and regulatory assistance
  • Assist with archiving initiatives for the firm, scanning submittals and shredding project files
  • Other administrative tasks as assigned

 

REQUIREMENTS

  • Minimum of two years of college or business school required
  • 5+ years of administrative assistant experience in a professional services environment
  • Advanced MSOffice skills required and knowledge of general administrative protocols
  • Excellent customer service and phone etiquette
  • Willingness to support and work in a team and exhibit a can-do attitude
  • Professional appearance
Apr 10
0

Front Desk Administrator

By |

Huckabee is one of the fastest growing A/E firms in the nation and one of the top educational design firms. We are a mission-driven company that is dedicated to the success of all students. What we do matters, which is why we look for people who share our passion for changing the world through design and who want to create an impact of excellence on education. If you are ready to join our movement, reach out!

We are currently seeking an experienced Front Desk Administrator to support our Fort Worth team. The successful candidate will provide administrative support by ensuring efficient daily regional office operations.

RESPONSIBILITIES

  • Open and close office, ensure lobby and front desk area remains presentable and ready to welcome visitors
  • Answer, screen, and act upon phone calls as appropriate
  • Coordinate the use of conference rooms and equipment in regional office
  • Coordinate and schedule meetings utilizing Outlook calendars for conference rooms, Go-To Meetings, and Conference Bridge Line
  • Ensure upkeep of all conference rooms
  • Responsible for shipping, receiving and distribution of mail and packages
  • Prepare and submit monthly expense reports and receipts for regional Principals and Directors
  • Work with Lead Office Administrator and Director of Office to keep project information, dates, cost, and teams current within Vision
  • Coordinate with Construction Administration to prepare and ship construction documents to contractors and districts
  • Responsible for scheduling, maintenance, registration, and upkeep of company vehicles
  • Assist finance team with gas receipts
  • Responsible for administrative tasks associated with AIA CES under the guidance of the Architectural Development Team
  • Assist Project Practice Team with Administrative duties
  • Maintaining coffee machine(s) and service area(s) including collecting and cleaning Huckabee mugs
  • Responsible for maintaining supply inventory and ordering snacks, coffee and office supplies per Huckabee standards list according to departmental budget
  • Communicate office technology issues to IT department and coordinate remote efforts
  • Assist with preparation, setup/breakdown, and cleaning before and after office lunches, meetings, and events
  • Coordinate the use and maintenance of the field assessment backpack
  • Maintain both paper and electronic filing system
  • Communicate office maintenance request under the direction of Lead Office Administrator
  • Manage shredding and recycle schedules
  • Decorate office for holidays and marketing initiatives consistent with Huckabee standards
  • Maintain both paper and electronic filing system while supporting the company document archiving initiatives

 

REQUIREMENTS

  • Minimum of two years of college or business school required
  • 5+ years of administrative assistant experience in a professional services environment
  • Advanced MSOffice skills required and knowledge of general administrative protocols
  • Excellent customer service and phone etiquette
  • Willingness to support and work in a team and exhibit a can-do attitude
  • Professional appearance