Emsick Architects a start-up commercial architectural firm (www.emsick.com ).  We design buildings that inspire you to dream for the best in life, work and play.  Founded May 1, 2012, we are designing projects in four states, featuring the resort/recreation, automotive and retail service industries. The firm is led by Michael Emsick, AIA, Principal Architect and Janyne Peek Emsick, Ph.D., Managing Principal.  We're committed to growing our dynamic, collaborative culture and to providing excellence in the services we provide our clients.  This is a great company for life, work and play.

Summary

If you have a passion for organizing, planning and leading a fast paced team’s administrative function, we have an exciting part-time opportunity!   The Office Coordinator position is ideal for an entrepreneurial, self-starter with an organized, hands-on approach, strong technology aptitude and an ability to flourish in a dynamic, high-growth, entrepreneurial environment.   

The Office Coordinator position is critical to the success of Emsick Architects.  This person will be counted on to provide organization, structure and administrative leadership in support of the Principals and architects.  We believe in capitalizing on technology tools that facilitate planning and increase efficiency, therefore a strong technology aptitude is essential.  Duties include administrative and project based work.  Assignments are performed with relative independence.  This person will be a primary cog in the Emsick Architects machine, and may be the first person a client or vendor encounters when contacting or visiting the firm.

Essential Job Functions

A.  General Office Administration (30%)

     1.   Primary contact for all office staff and responsible for success of office procedures

     2.   Use various software applications – including support of Virtual staff

     3.   Support partners by

          - Organizing/leading the administrative function of the office.

          - Providing general administrative support that keeps projects moving forward.

          - This may include leading interns working on projects.

     4.  Assisting in the planning and tracking of project schedules, milestones, deliverables

     5.  Assisting in the preparing AIA contract documents and agreements for specific projects.

     6.  Assisting with basic technology questions

B.  Project Management (30%)

     1. Set up new and update existing projects in project management system

     2. Primary tracker of project timelines, milestones, deliverables.

     3. Keeper of company-wide project calendar

C. Accounting/Bookkeeping: (10%)

     1.   Quickbooks entry

     2.   Scanning and distributing accounts payable invoices for approval.

     3.   Creating and administering a process to track and prepare employee expense account reports.

     4.   Create invoices, prepares payments

     5.   Work with Payroll service as needed

D.  CRM (15%)

     1.   Assist in implementation of CRM (Customer Relationship Management) System

     2.   Enter/scan leads

     3.   Update system as requested

     4.   Generate reports

E.   Special projects (15%)

     1.   Trade show preparation, organization

     2.   Coordinate community service projects (Cales Caddies, Omaha Healthy Kids Alliance, etc.)

Other Job Functions (less than 5% of time)

1. Answer phone.
2. Receive and greet clients and visitors.  Refer to appropriate parties.
3. Ordering of supplies.
4. Open, sort and distribute mail.  Maintain and update mailing and contact lists.
5. Scheduling as needed
6. Update staff information as needed.
7. Set up office meetings. Arrange food service, catering and supplies.
8. Research, price and purchase Emsick Architects branded products such as fleeces, mugs, glasses, etc., with Principal approval.
9. Maintain general office elements including plants, lights, conference and copy rooms, kitchen organization and cleanliness.

Work Environment and Working Conditions

• This job is typically performed in an office environment under usual office working conditions.
• After initial training period, this job has the potential for a combination of on-site and remote/virtual work.
• Travel is not a regular part of this job with the exception of running administrative errands on occasion
• Family friendly hours and scheduling. 

Knowledge, Skill and Ability

1. Demonstrated competency in administering general office practices and procedures.
2. Competency in written and verbal communication as this position communicates on behalf of the Principals. 
3. Technologically proficient:  Comfortable with cloud-based applications.
   1. Word
   2. Google Business Apps
   3. Excel
   4. Google
   5. Adobe Acrobat
4. Ability to plan, organize and complete work mostly independently and in a timely fashion.
5. Ability to perform duties with initiative and judgment and to use resourcefulness and tact in contacts with staff, clients and vendors.
6. Ability to establish and maintain harmonious working relationships with staff, clients and vendors.
7. Ability to learn and use TeamworkPM,  AIA Contract Document software, Microsoft PowerPoint, Adobe In Design, Photoshop and Illustrator,  CRM system (TBD).
8. Ability to maintain strict confidentiality to sensitive and confidential matters.
9. Ability to prioritize tasks based on importance and deadlines.
10. Ability to work and keep focus under pressure.
11. Ability to multi-task efficiently and effectively.

Experience, Education and Training

Undergraduate Degree and at least two years of office work experience including administrative experience of an increasingly responsible nature; or any equivalent combination of related education and experience.

IMPORTANT:  ONLY CANDIDATES WHO COMPLETE THE FOLLOWING WILL BE CONSIDERED:

Select "I'm Interested."  Enter requested information.  In the "Note to Hiring Manager" section communicate 1) why you are interested in the position, 2) why you are qualified for the position. 

Only candidates located in the Greater Omaha area will be considered.