Office and Project Assistant

Founded in 1969, Design Workshop, Inc. (a 100% ESOP-Owned Company) is an international landscape architecture, land planning, urban design and strategic services firm with eight offices in the U.S. and work spanning the globe. The firm has been recognized with numerous prestigious awards for its work in urban design, regional/urban planning, parks, open spaces, residential gardens, institutions, resorts, new communities and more. The firm's philosophy challenges the project team to equally integrate and balance artistic vision, environmental sensitivity, community values and sound economics to create unique places that stand the test of time. Design Workshop is dedicated to creating legacy projects for our clients, for society and for the well-being of our planet.

Working directly with Principals, the Operations Manager, and Project Managers and project teams to assist with project management and ensure overall project and Design Workshop goals are achieved, the role:

• Develops and organizes materials for design proposals and projects. Helps maintains project records, manuals, files and databases. Assists in developing, composing, proofing, and packaging proposal - and project-related documents. Provides project assistance.
• Receives signed contracts, completes required system and/or paper requests and submits to Finance to obtain appropriate tracking number. Ensures contracts are recorded, distributed, and filed with project information.
• Develops and implements a budget tracking plan appropriate for each project. Assist Operations Manager to continuously monitor project budgets. Interprets financial reports and formulates corrective actions working with the project team as necessary to achieve project objectives.
• Populates, tracks, and interprets project work plans throughout the life of a project. Develops, distributes, and follows up on project action item lists.
• Receives client and subconsultant requests and concerns and exercises independent judgment to fulfill request and/or resolve issues.
• Arranges meetings and project team work sessions and facilitates meetings and work sessions as appropriate.
• Coordinates accounts receivable and expense report collection efforts with Finance, Project Managers, Operations Manager, and Principals to ensure invoices are paid by clients in a timely manner.
• Help maintain the physical studio environment with duties such as ordering supplies, receiving packages, assisting guests, arranging food orders, scheduling meetings, event planning, and working with building management.
• Works with other Office and Project Assistant professionals in other Design Workshop studios on firmwide initiatives.
• Performs various other duties as deemed necessary to promote the success of Design Workshop.

• Undergraduate degree and three years of full-time (or equivalent) project administration and related office administration work.
• Demonstrated competency in organizing and prioritizing multiple work assignments and the adaptability to change priorities while maintaining a positive, effective, detail-oriented, professional approach in a fast-paced and deadline driven environment. Consistently exercises initiative and good judgment. Able to self-direct work.
• Working knowledge of financial/accounting concepts and project management methodologies.
• Expert level knowledge of the Microsoft Office suite, including Word, Excel, and PowerPoint. Working knowledge of Adobe InDesign, Microsoft Project, AutoCAD, GIS, or other graphic presentation software a plus.
• Demonstrated capacity to respond with a sense of urgency to issues, disseminate information to relevant parties quickly and accurately, and resolve issues in a timely manner.
• Possesses a high level of composing, formatting, editing, and proofing skills related to business correspondence, reports, and general office materials.
• Demonstrated confidence in and the ability to communicate clearly and effectively with staff, clients, consultants, and other parties. Enjoys contact with clients and staff.
• Demonstrated desire for continuous learning and a willingness to go the extra step in obtaining professional certifications.
• Consistently exercises initiative and good judgment.
• Strong verbal and written communication skills
• General interest in the design professions (architecture, engineering, landscape architecture, etc.) a plus.

The salary range for this position is $55,000-$63,000. You can continue grow your pay by qualifying for annual pay-for-performance merit increases, discretionary bonus payouts based on the firm's profitability and professional advancement awards. Benefits include comprehensive health, wealth, and well-being benefits including company paid medical premiums for employee only coverages; a health savings account (HSA) option; dental and vision coverages; a 401K plan with a 5% match; paid time-off along with financial support for professional training and licensing expenses. We are an employee-owned company meaning that employees are participant owners in an ESOP Trust. This is designed as a long-term retirement benefit, with the employees’ accounts increasing as the value of the business increases.